Procurement Administrator III

Job Description:

Procurement Administrator III

Description

General

The Procurement Administrator III reports to a Manager, Procurement and is responsible for planning, coordinating and executing the procurement of services and purchasing of goods for all three agencies (SamTrans, Caltrain, and Transportation Authority) of the District. The incumbent prepares and produces solicitation and contract documents and supervises Procurement Administrators in the production of these documents. This position is also responsible for providing functional support for delegated contract administration functions once contracts are awarded.

APPLICATION DEADLINE: Sunday, July 27, 2025 (1st Cutoff Sunday July 13, 2025 )

Essential Functions & Duties

• Organize, plan and/or write formal solicitation/contract documents for procurements that are often complex and of high dollar value in accordance with District policy and procedures as well as applicable Federal Transportation Administration regulations and State laws. Demonstrate sound decision making and judgment in execution of duties
• Make recommendations on policies and procedures as needed to ensure the success and compliance of all procurement-related activities.
• Ensure records are maintained and procurements are documented from origination through completion.
• Assist project managers in developing statements of work and evaluation criteria for requests for proposals.
• Supervise or lead pre-bid/proposal conferences and public bid openings.
• Supervise or perform cost/price analyses, proposal interviews and negotiation of contract terms.
• Provide procurement and contract administration guidance and direction to agency staff (internal customers) and make recommendations to management for resolution of procurement/contract issues.
• Prepare and present written and verbal communications to staff, management and the Boards.
• Supervise Staff. Hire, mentor, and take appropriate corrective and/or disciplinary action. Ensure EEO policies and procedures are followed. Participate in selection of staff. Coordinate staff training and professional development. Establish performance objectives. Monitor and evaluate employee performance.
  

Examples of Duties:

• Review and edit Board reports, solicitation and contract documents prepared by Contract Officers or others.
• Frequent contact with the Director, Contracts and Procurement, Executive Officers, legal counsel and vendors to consult, negotiate or resolve procurement-related problems.
• Supervise or perform various PeopleSoft system transactions in the initiation and administration phases of procurements.
• Review and update monthly and annual procurement reports and forecasts.
• Develop procurement-related procedures.
• Lead or contribute to Procurement task forces and special projects
• Evaluate job performance of staff which also includes the professional development of staff through the identification of on-the-job and other professional development opportunities.
• Perform all job duties and responsibilities in a safe manner to protect one’s self, fellow employees and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.
• Perform other duties as assigned.

Minimum Qualifications

Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:

• Bachelor’s degree in Business Administration, Economics, Finance, Public Administration or related field.
• Five (5) years of full-time progressively responsible professional experience in the purchasing or procurement of supplies, materials, equipment, services, or public works contracts, which includes at least one (1) year of professional experience in a public purchasing or procurement environment.
• One (1) year of supervisory experience in a full-time role or on a project basis.

Preferred Qualifications:

• One or more of the following Professional procurement certifications is desired: Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), Certified Purchasing Manager (CPM), or Certified Professional Supply Management (CPSM).
• Able to communicate effectively verbally and in writing.
• Extensive public procurement experience preferred.
• Procurement experience with IT services, maintenance, public works contracts, or other professional services highly desired.
• Supervisory or leadership course completion (verified by certificate).

Below is a summary of the comprehensive benefits provided to District full-time employees:

Health and Welfare Benefits:

• Healthcare Benefits -District employees are offered a choice of healthcare providers under the CalPERS Health Benefits Program.The District will contribute ninety (90) percent towards monthly premiums for full-time employees. Fifty (50) percent for part-time employees.
  
• Free Dental and Vision Benefits provided - Employer Covers Premiums
  
• Free Employee Assistance Benefit - Employees are entitled to 5 face-to-face sessions or telephonic or web-video consultations for problem-solving support per incident, per calendar year.
  

• Flexible Spending Accounts - Pre-tax dollars to pay for qualified Health or Dependent Care expenses.
  

Retirement Medical Benefits:

• Long Term Disability Insurance - After 90 days of total disability, Administrative full-time employees are eligible for 60% of monthly income covered by the District.
  
• Health and Wellness - Gyms located at most work locations and discounted Weight Watcher Membership Option.
  

Holidays and Paid Time Off:

• Paid Time Off - Newly hired employees accrue 6.5 hours bi-weekly when hired (if Exempt 8.25 hours).As you move up in years of service credit, the rate of the amount of PTO accrued will also increase.
  
• Paid Holidays - The District provides seven paid holidays throughout the year - New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day and Christmas Day
  
• Floating Holidays - District employees can earn up to five (5) floating holidays.
  

Financial Planning Benefits:

• Pension Benefits through CalPERS -You must have a minimum of 5 years of service to be eligible for this pension.
  

• CalPERS PEPRA vs. Classic - All employees hired on, or after January 1, 2013, are considered PEPRA members and will contribute 8% of their salary up to the maximum IRS cut-off. All Classic members will contribute 6%
  
• Deferred Compensation Options - Select to contribute to one or both of our Tax Deferred Compensation Options
  
• Reliance Standard Life Insurance with 100% premium paid by the District - 1 times annual salary of employee - max $200,000
  
• Optional Life Insurance - Employees may purchase additional life insurance for themselves and their eligible family members.
  

Growth and Education Benefits:

• Professional Development - Access to LinkedIn Learning and San Mateo County’s professional training. District Tuition Reimbursement Program - A maximum of $5,250 per year for courses related to your job or career goals with the District.
  
• Computer Loan Program - Interest-free two-year loan with a maximum amount of $2,000.
  

Other Amazing Benefits:

• Credit Union - Employees and family members are eligible to join the San Mateo Credit Union and Patelco Credit Union.
  
• Employee Clean Commute (ECC) - Car/Van poolers and Public Transit riders receive a monthly reimbursement.
  
• Commuter Benefits - Free Employee Parking; Free Bus Pass for employee as well as children/spouse; Clipper Card/Go Pass Program for Central employees.
  

For union employees, all of the above benefits are subject to the employee’s Collective Bargaining Agreement. Benefits listed are also subject to change with or without notice and are subject to contract/provider terms and conditions.

Closing Date/Time: 7/27/2025 11:59 PM Pacific

Salary:

$114,493.00 - $171,739.00 Annually