Senior Administrative & Contracts Coordinator

City of Sunnyvale; Sunnyvale (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

The City of Sunnyvale is seeking a highly organized Senior Office Assistant to support the Administration, Fiscal and Performance Management Division of the Information Technology Department. This role is critical for managing contracts and purchasing activities across the City and coordinating with ITD staff and vendors.

Responsibilities include handling contract records, renewals, invoicing, and budget-related support, with a focus on accuracy, confidentiality, and efficient service to City

Qualifications

• Graduation from high school or the tested equivalent.
• Three years of progressively responsible clerical experience.
• Knowledge of purchasing procedures.
• Advanced customer service practices.

Responsibilities

• Provide administrative support for departmental contracts, including maintaining records of contract terms, expiration dates, values, and remaining balances.
• Monitor contract expiration dates and coordinate renewals, extensions, and amendments.
• Prepare, review, and route contract documents and purchase requests in accordance with City purchasing policies and procedures.
• Review vendor invoices, track expenditures against approved contract amounts, and assist with resolving billing discrepancies.
• Coordinate purchases of equipment, software, supplies, and services, including obtaining quotes and tracking orders through completion.
• Provide general administrative support to ITD, including responding to inquiries and coordinating with City departments and vendors.

Skills

Organizational skills

Communication skills

Education

High school diploma or equivalent

Job description

The City of Sunnyvale is seeking a highly organized Senior Office Assistant to support the Administration, Fiscal and Performance Management Division of the Information Technology Department. This role is critical for managing contracts and purchasing activities across the City and coordinating with ITD staff and vendors.

Responsibilities include handling contract records, renewals, invoicing, and budget-related support, with a focus on accuracy, confidentiality, and efficient service to City