Administrative Services Manager I - Sheriff's Office (Departmental Promotional Only)

Job Description:

Administrative Services Manager I - Sheriff's Office (Departmental Promotional Only)

Description

Description

The San Mateo County Sheriff's Office is seeking a highly analytical, collaborative, and experienced professional to serve as the Administrative Services Manager I (ASM) overseeing the Department's centralized procurement, contract administration, and grants management functions. This position plays a key role in supporting operational and strategic objectives by ensuring compliance with County, State, and Federal requirements and promoting effective stewardship of public resources.

The ASM serves as the Department's primary grants administrator and manages procurement and contract activities across the full lifecycle. The role also coordinates administrative policies and procedures, oversees grant systems such as JustGrants, ASAP.gov, and SAM.gov, and supervises assigned staff engaged in procurement and grant-related functions.

This is a hands-on, multi-faceted management role requiring both strategic oversight and detailed technical execution. The ASM partners closely with internal divisions and external stakeholders to ensure compliance with legal, fiscal, and policy requirements while maintaining effective administrative controls and business processes.

The ideal candidate will thrive in a dynamic environment, bring strong organizational and analytical skills, exercise sound judgment, and demonstrate expertise in public sector procurement, contract administration, grants management, fiscal oversight, and program administration.

The ideal candidate for this position will have or be:

• Experienced in public sector procurement, contract administration, grants management, and regulatory compliance.
• Knowledgeable of County, State, and Federal procurement requirements, contracting standards, and grant administration practices.
• Skilled in managing the full contract lifecycle, including solicitation, negotiation, execution, monitoring, amendments, renewals, and closeout.
• Experienced in Federal and State grant administration, including application development, reimbursement claims, performance reporting, compliance monitoring, and grant closeout.
• Proficient in supervising staff and providing technical guidance, coaching, and performance feedback in a collaborative environment.
• Strong in analytical thinking, with the ability to evaluate complex operational, fiscal, and compliance issues and develop practical recommendations.
• Skilled in interpreting policies, procedures, and regulations and effectively communicating requirements clearly to staff, management, and external stakeholders.
• Able to manage multiple priorities, complex projects, and competing deadlines in a fast-paced environment.
• Effective in building and maintaining productive working relationships with County departments, vendors, government agencies, and community partners.
• Strong commitment to public service, accountability, continuous improvement, and responsible stewardship of public resources.

Additionally, the ASM I duties may include, but are not limited to, the following:

• Plan, coordinate, and oversee the Sheriff's Office centralized procurement and contract administration program, managing the full contract lifecycle from solicitation through execution, monitoring, amendments, renewals, and closeout.
• Serve as the Department's primary grants administrator, including oversight of grant applications, reimbursement claims, performance reporting, compliance monitoring, and grant closeout activities.
• Administer and maintain grant management systems and reporting platforms, including JustGrants, ASAP.gov, and SAM.gov, ensuring accurate and timely submissions and compliance with funding requirements.
• Supervise professional, technical, and clerical staff engaged in procurement, contract administration, grants management, budget coordination, and related administrative functions.
• Interpret County, State, and Federal procurement, contracting, and grant requirements; develop and implement departmental procedures; and ensure compliance with applicable laws, policies, and internal controls.
• Provide functional direction, training, and technical guidance to staff on procurement processes, contract requirements, timelines, documentation standards, and compliance expectations.
• Serve as the Department's primary Legistar administrator; coordinate Board agenda items; support the preparation of Board materials; and monitor workflow approvals to ensure timely submission and compliance with County procedures.
• Coordinate procurement, contract, and grant activities with County Counsel, Procurement, Finance, Risk Management, the County Executive's Office, vendors, contractors, and external funding agencies.
• Build and maintain effective working relationships with partnering law enforcement agencies, local jurisdictions, and State and Federal agencies to support contract and grant administration activities.
• Develop, maintain, and monitor contract management systems, tracking tools, reporting mechanisms, and internal controls to ensure compliance, fiscal accountability, and operational transparency.
• Support budget development, fiscal monitoring, expenditure tracking, forecasting, and financial reporting related to contracts, grants, and assigned program areas.
• Conduct organizational, operational, and fiscal analyses; evaluate administrative processes; and recommend improvements to enhance efficiency, compliance, and service delivery.
• Design and recommend administrative systems, procedures, forms, and reporting tools to improve departmental operations and standardize business practices.
• Conduct studies and make recommendations regarding organizational structure, staffing, workflow, resource allocation, and administrative practices.
• Initiate and maintain effective utilization of office space, equipment, supplies, and other administrative resources.
• Perform related duties as assigned.

Qualifications
Education and Experience:
Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:

Three years of increasingly responsible experience performing a wide variety of administrative duties in a large, complex public agency.

Knowledge of:

• Advanced principles and practices of organizational and systems analysis, research methods and human resource planning.
• Basic principles and practices of the assigned County department operations and its administration and organization.
• Advanced principles of financial administration, including public budgeting, procurement, contract administration, grants management, and reporting.
• Computer systems and applications as used within the County.
• Principles of personnel training, supervision and evaluation.

Skill/Ability to:

• Supervise and coordinate a wide variety of administrative and operational activities related to assigned department.
• Coordinate section activities with other departments, programs and/or outside agencies.
• Direct and participate in the analysis of a wide variety of moderate to complex administrative/operational problems and make effective operational and/or procedural recommendations.
• Interpret departmental policies, guidelines and procedures; develop recommendations for improvements, as necessary.
• Supervise, evaluate and train assigned personnel.
• Communicate effectively both orally and in writing.
• Perform complex mathematical and statistical calculations accurately.
• Establish and maintain effective work relationships with those contacted in the performance of required duties.

Application/Examination
Departmental Promotional Only. Only current County of San Mateo employees in the Sheriff's Office with at least six months (1040 hours) of continuous service in a classified regular, probationary, or extra help/limited term position prior to the final filing date may apply.

Responses to supplemental questions on the online application is required and must be submitted. A resume or reference to a resume will not be accepted as a substitute for your responses to these questions or the standard online application.

The examination process will consist of an application screening (weight: pass/fail) based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening will be invited to a panel interview (weight: 100%). Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in San Mateo County, California, and applicants must participate at their own expense.

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click on the "Apply" button. If you are not on the County's website, please go to http://jobs.smcgov.org/ to apply. Online applications must be received by the Human Resources Department before midnight on the final filing date.

Tentative Recruitment Timeline :
Final Filing Date: Monday, June 29, 2026 by 11:59 PM PST
Application Screening: Week of June 29, 2026
Panel Interviews: Week of July 20, 2026

About the County
San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically and linguistically diverse communities.

The County of San Mateo is committed to advancing equity in order to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. Eighty percent of employees surveyed stated that they would recommend the County as a great place to work.

County of San Mateo is an equal opportunity employer committed to fostering diversity, equity and inclusion at all levels.


Analyst: Lealoa Numera (06152026) (Administrative Services Manager I - D045)

Salary:

$140,462.40 - $175,510.40 Annually