Salary : $106,500.00 - $142,716.00 Annually
Location : South Pasadena, CA
Job Type: Full Time
Job Number: Department: Finance
Opening Date: 07/17/2025
Closing Date: 7/24/ :59 PM Pacific
Position Overview The City of South Pasadena is seeking a highly experienced and qualified Procurement Contracts Administrator!
Under the direction of the Assistant City Manager/CFO or their designee, the Procurement Contracts Administrator performs a wide variety of purchasing tasks including but not limited to the purchasing of goods and services such as materials, equipment, tools, parts, supplies and professional services; to consult with and assist department staff with purchasing procedures and needs; and to assist with the administration of purchasing rules, regulations, processes and procedures.
DISTINGUISHING CHARACTERISTICS: This is a single professional classification position that receives general supervision from the Budget & Purchasing Manager.
Duties & Responsibilities EXAMPLES OF DUTIES: The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address the City's needs and changing business practices.
- Review and process requisitions for accuracy and availability of funds.
- Perform all aspects of the procurement process for the Agency including but not limited to gathering and comparing information regarding price, quality, availability, and related information for varied services, equipment and materials.
- Determine appropriate method of procurement such as direct purchase, request for proposal, or formal bid.
- Prepare purchase orders.
- Process requests for proposal and conducts formal bids.
- Assist in administering purchasing rules, regulations, process and procedures.
- Administer cooperative purchasing agreements with other agencies.
- Purchase cell phones and related accessories for the Agency.
- Process leases for equipment and administers lease contracts.
- Interview vendors in person or by telephone to obtain information relative to product, price, and availability of product, service and delivery date.
- Conduct special studies and surveys, as requested.
- Maintain records of items purchased, costs, delivery and purchasing reference files.
- Coordinate purchasing activities with other departments and with outside agencies.
- Consult with departmental representatives relative to special projects, purchasing needs, procedures, complaints and concerns.
- Maintain liaison with warehouse on matters relating to substitutions, equivalents, delivery schedules, and vendor problems.
- Assist in the disposition of surplus property and equipment and materials.
- Negotiate maintenance contracts and prices.
- Provide training to departments on purchasing procedures.
- Obtain preliminary cost estimates for budget purposes.
- Prepare correspondence, reports and other materials.
- Perform bid contract administration.
- May resolve problems with defective or unacceptable goods or services.
- Build and maintain positive working relationships with co-workers, other Agency employees and the public using principles of good customer service.
- Perform related duties as assigned.
Qualifications MINIMUM QUALIFICATIONS: - Three years of experience involving the procurement of goods and services.
- Equivalent to an Associate's Degree from an accredited college or university with major course work in Business Administration, Public Administration, or related field.
- Possession and maintenance of certification as a Certified Professional Public Buyer (CPPB) through the Universal Public Procurement Certification Council (UPPCC) or an equivalent certification from a recognized Purchasing Profession Certification program is required prior to promotion to the II level.
Note: An equivalent combination of experience, education, and/or training may substitute for the listed minimum requirements.
KNOWLEDGE, SKILLS, AND ABILITIES: - Principles, practices, and methods of purchasing within a California public agency.
- Applicable laws and regulations pertaining to bidding procedures and purchasing operations.
- Price and cost analysis techniques.
- Business writing and report preparation.
- Use of the English language, grammar and punctuation.
- Basic mathematics.
- Modern office equipment including word processing, database and spreadsheet applications.
- Principles and practices of customer service.
- Evaluate quality and price of products and to judge suitability of goods and alternatives offered.
- Maintain accurate records and controls.
- Interpret and explain Agency purchasing policies.
- Operate a computer using word processing, business software and other office equipment.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with those contacted in the course of work.
WORKING CONDITIONS AND PHYSICAL DEMANDS: Standard office setting with some travel to various locations to supervise/advise employees and/or attend meetings; the employee will frequently sit at a desk and in meetings for a long period of time; frequently twist to reach equipment and perform simple grasping and fine manipulation to write and use keyboard and other office equipment. Occasionally lift and move up to 35 pounds.
FLSA Status: Exempt
Additional Information SELECTION PROCEDURE The City reserves the right to extend the closing date or close this recruitment without notice. Individuals determined to be qualified and best aligned to the position will be invited to participate in the selection process.
HOW TO APPLY To be considered, please submit an online application, including a cover letter, resume, and proof of education (if qualifying with a degree) in PDF format. Applications that fail to include all necessary documents may be considered incomplete and may not be considered.
Applications will be reviewed for depth and breadth of experience and level and relatedness of education. The most qualified candidates will be invited to participate in further selection procedures. The selected candidate may be required to undergo a background check and a physical examination prior to appointment. Applicants who do not meet the minimum requirements, including submission of all required attachments, will not be considered. For questions regarding this recruitment, please contact Human Resources at .
EQUAL OPPORTUNITY EMPLOYER The City of South Pasadena is an Equal Opportunity Employer. We value and encourage diversity in our workforce. The City of South Pasadena is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. If a special accommodation is desired, or if you would like to request this information in an alternative format, please email the HR division at
FAIR CHANCE ACT The City of South Pasadena is committed to providing fair opportunities to all applicants, including those with a criminal history. Pursuant to the California Fair Chance Act, we will consider qualified applicants with a criminal history. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of South Pasadena has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. For more information about the Fair Chance Act, please visit
ABOUT THE CITY The City of South Pasadena (population 26,047) is a charming community located only eight miles from downtown Los Angeles on the west side of the San Gabriel Valley. South Pasadena is known for its beautiful tree-lined streets, stunning homes, unique small businesses, top-quality schools and a strong commitment to community. South Pasadena is also a full-service city with its own fire, police and water departments.
Occupying 3.44 square miles of flatlands and hillsides, South Pasadena's unique character makes it one of California's most desirable locations. The City has a rich history of intact late 19th and early 20th Century neighborhoods and residences, giving it a strong claim as one of the oldest and most historic sites in the San Gabriel Valley. One of the first suburbs of Los Angeles, South Pasadena maintains small-town quality, with charming residential streetscapes, and a historic commercial core, making it one of Hollywood's favorite suburban filming locations, featured in numerous television and big screen productions.
South Pasadena is frequently recognized as a family and environmentally friendly community. The City enjoys quiet, attractive, walkable neighborhoods and a low crime rate. There are numerous active community organizations in South Pasadena, including the Oneonta Club, WISPPA, South Pasadena Arts Council, AYSO, Little League, Boy Scouts, Girl Scouts, Women's Club, Chamber of Commerce, South Pasadena Preservation Foundation, Holy Family Church, St. James Church, South Pasadena Tournament of Roses Association, South Pasadena Chinese-American Club, Vecinos and many others. Boasting over 100 acres of parks and playgrounds and more than 21,000 trees, the City's picturesque environment invites residents and visitors to enjoy numerous opportunities for outdoor recreation. South Pasadena offers an 18 hole, Par-3 golf course, tennis, racquet and pickleball facilities, horse stables and a dog park all in its picturesque Arroyo Seco area. Small, proud and independent, the City of South Pasadena has preserved its status as a unique community for over a hundred years.
NOTE: The provisions in this job flyer do not constitute an expressed or implied contract; and any provisions contained in this flyer may be modified or revoked without notice.
The City of South Pasadena provides an extensive benefits package to support its employees' well-being and financial security, including long term disability. These benefits include: SCHEDULE: City offers a flexible 4/10 work schedule, with remote/hybrid work as an option **some positions excluded
VACATION: Vacation accrues based on years of service and experience; service with other agencies counts. Employees may cash out vacation once per year.*
PAID TIME OFF: (Per Year)
- Sick Leave: 96 hours (rolls over annually)
- Executive Leave: 90 hours (may cash out up to 60)
- Holidays: 12 designated holidays + 2 floating holidays
HEALTH & DENTAL INSURANCE: The City offers comprehensive medical, dental, and vision plans through CalPERS for the employee and their family. The City pays a significant portion of the premiums.
457 DEFERRED COMPENSATION PLAN: Optional for employee contribution through Empower. 1% Base Salary Contribution from the City into your account per pay period.
RETIREMENT BENEFITS: Retirement benefits are offered through CalPERS, with Classic members receiving a benefit of 2.0 @ 55 and employees paying a 7% contribution. The City does not participate in Social Security.
01
How many years of experience do you processes that involve the procurement of goods and services?
- 1-2 Years
- 3-4 Years
- 4 Years of more
02
What is your highest level of education achieved?
- High School or GED
- Associates degree
- Bachelor's degree
- Master's degree or higher
Required Question
