ADMINISTRATIVE SERVICES MANAGER II

Essential Job Functions

• Managing the DME's Grant program by searching for relevant departmental grants, maintaining information in grantor's databases, updating and issuing grant progress reports, maintaining grant budgets and other tasks associated with the full scope of grant management.
• Affords technical guidance and direction to subordinate staff in all aspects of the purchasing/procurement, acquisition, and contract processes.
• Directs and leads special projects and prepares reports on behalf of the Department’s Executive Management and in consultation with a variety of County partners including but not limited to the Board of Supervisors, Chief Executive Office, County Counsel, and Auditor-Controller.
• Assists with performing or administering contract solicitations by developing specifications and/or scope of work, developing and preparing solicitation packages, participating in the proposal/bid evaluation process, and preparing documentation to support contract recommendations for a variety of contracted services.
• Assists with preparing letters and memos to the Board of Supervisors recommending contract and grant awards and amendments.
• Assists with negotiating, or participates in the negotiation of highly complex, legal and operational terms, requirements, and conditions for contract awards and modifications; prepares related documents including contracts, amendments and letter agreements.
• Advises line operations in identifying contractual and funding problems, and in resolving differences with contractors.
• Assists with formulating and recommending procedures and policies for contract development, and designs forms and other tools to aid in contract development.
• Assists with conducting review of contractor compliance such as licensures, insurance, Living Wage Ordinance and Jury Duty Ordinance.
• Fosters a collaborative and engaging work environment focused on continuous improvement, innovation, and a customer-centric approach.

Requirements

• Experience performing a broad range of complex grant-related activities, purchasing and contracting related services, including developing vendor agreements and contracts for the purchase of equipment, supplies, and services; developing formal complex bid and contract documents; and drafting and negotiating contractual agreements.
• A demonstrated hands-on leadership style, with the ability and willingness to personally engage in complex grants, contracts, and procurement-related issues, diagnosing issues quickly and driving implementation and execution.
• Demonstrated ability to quickly adapt operationally in a fast-paced environment, including navigating solicitations, development of contracts, Statement of Works, Board letters and other administrative reports.
• Strong interpersonal and communication skills, with the ability to engage executives, managers, Board of Supervisors and representatives, vendors, and staff.
• Sound judgment, integrity, and commitment to public service and equity.
• Able to delegate and motivate staff to follow through on instructions and meet deadlines.
• Strong organizational and analytical skills and demonstrated ability to manage and complete multiple priorities with competing deadlines.
• A high sense of discretion and sensitivity to highly confidential information.
• Able to manage and maintain reports, synthesize data and make sound recommendations for solutions and process enhancements.