Human Resources: Shared Services (1780P)

Program Outcome Statement

Provide mail and purchasing services.

Program Services

  • Procurement
  • Mail Processing


The Shared Services Program assists County departments in procuring quality goods and services based on fair and open competition, and provides timely and accurate distribution of U.S. Mail and internal correspondence.

Total Value of Purchase Orders and Vendor Agreements Processed

Total days from Receipt of Purchase Requisition Through Purchase Order - SMC vs. ICMA

Percent of Customer Respondents Rating Services Good or Better: Procurement and Mail Services

Story Behind Performance

The Shared Services Program processes nearly four million pieces of mail and handles over $65 million in purchasing requests. Program staff are in the process of identifying service enhancements and expanding cost-savings strategies. Staff continue to focus on timely responses to customers and recent accomplishments include reduced cycle time from inception to purchase and a test pilot on a new electronic quoting system have contributed to a better customer experience.
The vendor agreement back log has been greatly reduced and staff continue to hold monthly meetings with several departments in an effort to streamline processes and keep lines of communication open.
Recent program accomplishments include: implementing a new bid system; deploying new mail sorters that reduced postage costs by using e-return receipts; expanding vendor agreements; implementing the Contracts Management System project; and filling key positions, including a Procurement Manager and Contract and Procurement Administrative Manager.


Priorities for the Shared Services Program include:
  • implementing various strategies to enhance services, including standardizing commodities;
  • providing training both Countywide and internal to the department; and
  • complete adoption of Contracts Management System that will allow departments to create and track contracts in a centralized system.

Author: Scott Johnson, Deputy Director     Contact Email:     Date Updated: 2/5/19