Administrative Services Coordinator - AMP

Administrative Services Coordinator

About Alameda Municipal Power : In 1887, the City of Alameda paid $20,000 for the installations of 13 streetlights and a 90-kW generating station to power them. And with that, the oldest public electric utility west of the Mississippi was created. Today, the City of Alameda is still in the power business and still a trendsetter. Now known as Alameda Municipal Power (AMP), we have survived over a century and a quarter of utility mergers that created behemoths in other places. AMP has provided safe reliable power at lower rates without sacrificing service to power our community. We maintain local control so that we can re-invest in the island and provide value to enrich our lives, businesses, and the community. We've seen a lot of change in 130 years, but through it all there's been one constant : We're as committed today to delivering safe and reliable electricity to the residents and businesses of Alameda as we were in 1887. We'll continue to invest in new and improved ways of doing business to manage costs, improve our service, and improve the environment.

About the Department : Support Services at Alameda Municipal Power (AMP) provides critical operational support that enables the utility to function efficiently and effectively. This team is responsible for all AMP procurement & purchasing, inventory management, fleet and facilities maintenance, and meter reading activities. As part of this dynamic department, you'll contribute directly to AMP's mission of delivering safe, reliable, and sustainable power to the community.

About the Position : The Administrative Services Coordinator at Alameda Municipal Power (AMP) provides essential support in the areas of procurement, contract administration, and facilities operations. This position plays a key role in tracking and managing contracts, supporting purchasing activities, providing administrative services for Support Services and ensuring internal operations run smoothly. Under general supervision, the coordinator serves as a primary point of contact between AMP and vendors and collaborates closely with all stakeholders such as all AMP divisions and also legal teams to support compliance and workflow efficiency.

Primary responsibilities include contract execution and tracking, assisting with RFP / RFQ / IFB processes, supporting document retention, performing various data entry in the financial systems, helping to implement contract management tools, and department wide document management. The position also provides administrative support to facilities, warehouse and the mailroom.

The ideal candidate will be a highly motivated self-starter with at least two years of contract administration experience, preferably within a public agency setting. Strong organizational, analytical, teamwork oriented, and communication skills are crucial, along with familiarity with public contracting or procurement processes and regulations. Proficiency in Microsoft Office and financial systems is vital, while experience with contract management or procurement software is highly desirable. The successful candidate will be able to manage multiple priorities, meet deadlines, and thrive in a fast-paced, collaborative environment.

Benefits of Employment : For a comprehensive list of benefits, see the Benefit Matrix.

• Four-day, 36-hour work week (typically Monday through Thursday)
• CalPERS Retirement
• Medical
• Vacation : Starting with 75 hours annually and increasing with years of service.
• Management Incentive Leave : 27 hours of management leave per fiscal year.
• Holidays : 11 City Holidays
• Floating Holidays : 4 days
• Sick Leave : 90 hours annually; unused sick leave is converted to service credit at retirement.

Distinguishing Features : Positions allocated to this class perform basic administrative and budgetary research and analyses and provide recommendations. They are expected to perform routine analytical work requiring a basic knowledge of administrative principles and analytical practices. Work in the class is distinguished from that of higher classes in that it is routine. Initially supervision and training are given in detail and as the incumbent becomes more capable, works with a higher degree of independence. Work in the class is distinguished from that of technical, administrative support, and clerical classes in that it requires strong administrative and analytical skills.

Employment Standards : Education / Experience Any combination equivalent to education and experience likely to provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be : Education : Graduation from high school supplemented by college coursework in public or business administration. Experience : Two years of responsible administrative or supervisory clerical experience. Knowledge : Knowledge of the general principles of modern public administration including budget and finance, business statistics, research and analysis, management and administrative methods, human resources administration, procurement and general staff work and reporting. Ability : Ability to perform both complex and routine administrative and clerical work with speed and accuracy; effectively operate a variety of modern office equipment including computers, specialized applications, and office and business software to prepare and produce work documents and spreadsheets; research and compile information to perform and present data analysis; use initiative and exercise independent judgment; interpret and apply established AMP and City policies, procedures and codes; establish and maintain accurate records; plan, administer and evaluate work programs; interpret and analyze information; draw valid conclusions and project consequences of decisions and recommendations; prepare studies and reports; set priorities, meet deadlines and make sound decisions; establish and maintain effective working relationships with employees and the general public and supervise, train and evaluate assigned staff.

Selection Process : The examination process may include an application and supplemental questionnaire evaluation, a written exam, a performance exam, and / or an oral interview. The examination process may test for, but is not limited to, the essential knowledge and abilities listed in the job specification and announcement and will be designed to provide a comprehensive review of each candidate's technical knowledge and overall suitability for the position. Qualified applicants will be notified of the exact date, time, and location of examinations approximately two weeks in advance. If applicants have not received written notice at least one week prior to the tentative test date listed in the flyer, they should contact the City of Alameda Human Resources Department.