PROCUREMENT DIRECTOR

General Description

The purpose of this classification is to manage and oversee the daily operations of Purchasing, Procurement, and Contract Compliance. Responsibilities include managing assigned staff, assisting in the administration of departmental budget, ensuring compliance with current public purchasing laws, rules, and regulations, and monitoring policies, procedures, and programs related to the Non-Discrimination in Purchasing and Contracting Ordinance (NDPCO).

Duties And Responsibilities

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.

• Manages and oversees daily operations of Purchasing and Contract Compliance: manages service issues and special projects; oversees work of assigned staff; and ensures standard methods, practices, tools, guidelines, policies and procedures, and purchasing codes are followed.
• Ensures that all activities related to the procurement of goods and services are performed in strict compliance with all federal, state, and local laws, rules, regulations.
• Adheres to sound business practices and assumes personal responsibility for procurement contracts.
• Develops and supports continuous process improvements for sourcing and procurement of goods and services and business solutions that are quality and brand appropriate in a timely manner.
• Maintains internal procedures manual for procurement.
• Oversees the city’s purchasing card program.
• Serves as point of contact for all city purchasing related activities, such as providing advice and recommendations on contract development, purchasing policies and procedures, and administrative issues.
• Serves as the city’s representative and issuing officer in coordinating bids, awards of contracts, and open market purchases processed on behalf of the city.
• Assists departments with purchases to ensure the city receives the best value for the funds invested.
• Leads ROI analyses in support of day-to-day activities and procurement-related needs.
• Conducts vendor interviews and inspections for development of alternate sources of supply.
• Conducts pre-bid, bid openings, pre-award, and post-award conferences.
• Maintains supervisory responsibility for the Purchasing department; ensures departmental personnel are continually providing the best available service to customers.
• Ensures that workloads are evenly distributed to the Purchasing staff, and projects are processed in a timely manner.
• Manages asset management and surplus property.
• Reviews and revises current operating policies and procedures to ensure they are continuously updated to comply with revisions mandated by the state of Georgia and/or other regulatory agencies.
• Provides guidance and clarification to staff when required; recommends training, literature, etc. for the professional growth and development of staff.
• Coordinates with leadership of all departments in prioritization of procurement needs, supporting each department director from a procurement and project management standpoint.
• Oversees the vendor maintenance program of the city.
• Implements a vendor/supplier risk management program for significant vendors, including a formal conflict of interest policy for vendors.
• Establishes and maintains an active customer service function by advising and assisting departments with the acquisitions of goods and services.
• Continually evaluates vendor performance and explores the validity of various buying cooperatives.
• Reviews and revamps support services processes to gain operational and financial efficiencies.
• Develops and maintains city-wide training program for procurement policies and procedures; including an effective on-boarding training for new employees who will be responsible for purchasing functions.
• Establishes a comprehensive, city-wide purchasing policy including guidance on bidding and rebidding of contracts and agreements.
• Encourages the periodic review and rebidding of significant contracts and agreements, and aids departments with evaluating and understanding simple service contracts.
• Responsible for disposal of city assets by working with the Finance and Operational departments to determine appropriate disposal within established federal, state, county, and/or city guidelines.
• Stays current on market trends and identifies and assesses opportunities for innovation to adapt in the changing environment.
• Supervises, directs, and evaluates assigned staff: makes hiring, promotion and/or termination decisions; establishes workloads and prioritizes work assignments; develops and oversees employee work schedules to ensure adequate coverage and control; compiles and reviews timesheets; approves/processes employee concerns and problems, and counsels or disciplines as appropriate; completes employee performance appraisals; directs work; acts as a liaison between employees and management; and trains staff in operations, policies, and procedures.
• Administers and monitors the City’s Non-Discrimination in Purchasing and Contracting Ordinance (NDPCO) to ensure compliance with program goals: conducts/participates in investigations concerning violations of the NDPCO.
• Resolves purchasing and contracting issues and discrepancies: reviews bid protests from vendors; confers with Legal Department in compiling protest documentation/information; and serves as subject matter expert regarding purchasing policies and procedures, purchasing code, and state, federal and/or City laws, ordinances, and resolutions.
• Participates in development and preparation of departmental budget: conducts spending analysis and prepares budget forecasts; approves or denies specific expenditures; and monitors expenditures for compliance with approved budget.
• Communicates with City Manager, Chief Financial Officer, employees, vendors, prospective bidders, professional organizations, departmental customers, and other individuals as needed to coordinate purchasing and contract related issues, review status of work, exchange information, or resolve problems with programs, goods, and services.
• Prepares Mayor and City Council agenda item packages as it relates to purchasing and procurement activity reports, and required correspondence: prepares and presents oral and written communications, presentations, and reports; and provides technical advice regarding acquisition and procurement issues.
• Maintains a current, comprehensive knowledge and awareness of applicable laws, regulations, principles, and practices relating to public sector procurement operations; reads professional literature; maintains professional affiliations; and attends meetings, workshops, hearings, and training sessions as required.
• Performs other related duties as required.
  
  

Knowledge, Skills, And Abilities

• Expert knowledge of sources of supplies and of market and price trends.
• Knowledge of the various types, qualities, and uses of a wide variety of material, supplies and equipment required by the City.
• Exceptional customer service skills, strong attention to detail and ability to juggle multiple projects and manage deadlines.
• Experience with large complex integrated ERP systems or relevant procurement systems.
• Ability to work independently and drive direction within procurement projects.
• Knowledge of federal, state, and county laws pertaining to purchasing management, contract law, the Uniform Commercial Code and other pertinent rules.
• Knowledge of legal contractual documents, principles of procurement, compliance, procurement law, familiarity with local, state, and federal procurement statutes, federal regulations, and other public procurement practices.
• Ability to prepare/write/administer invitations to bid, requests for proposals, requests for qualifications, specifications, scope of work, and contracts.
• Excellent verbal and written communication.
• Analytical experience and ability to produce clearly articulated ROI analyses within project scope.
• Expert knowledge of the principles, practices, and legal requirements of centralized governmental purchasing
• Ability to synthesize and integrate data for predicting, anticipating, and planning for future events impacting the organization. Includes determining strategic and tactical decisions at the highest organizational levels of authority and responsibility.
• Ability to function in a managerial capacity for a division or organizational unit; includes the ability to make decisions on procedural and technical levels.
• Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Ability to apply principles of logical or scientific thinking to implement both intellectual and practical relationships; involves responsibility for consideration and analysis of complex organizational problems of major conceptual functions.
• Ability to exercise judgment, decisiveness and creativity in critical and/or unexpected situations involving moderate risk to the organization.
• Ability to analyze varied factors involved in bids and to make difficult purchasing recommendations objectively and impartially.
• Ability to review purchasing methods and procedures and to prepare recommendations for improving the purchasing system.
• Ability to induce cooperation and develop working relationships with all City department personnel.
• Ability to deal effectively and efficiently with vendors, suppliers, other governmental agencies, and the general public.
• Proficiency in MS Office Word, Excel, and Outlook and familiar with standard office machines.
• Ability to prepare and review financial documents.
• Ability to operate a computer with working knowledge of analytical spreadsheets and standard financial software.
• Ability to respond to complaints and grievances in a professional and courteous manner.
• Ability to maintain training certifications.
• Ability to use standard City software as intended.
• Ability to interact effectively with a variety of individuals and groups with varying educational, ethnic, and socio-economic backgrounds.
• Ability to plan and conduct effective and informative public meetings.
• Ability to maintain high ethical standards, both on and off duty.
• Ability to work routinely under highly stressful conditions.
• Ability to maintain a neat and orderly workspace.
• Ability to promote a positive work environment.
• Ability to maintain confidentiality.
• Ability to follow the chain of command.
• Ability to take accurate notes during meetings.
• Ability to interpret and apply applicable federal, state and local policies, laws and regulations as it applies to purchasing and other financial requirement.
• Ability to pass drug testing as noted in policy.
• Ability to meet all physical requirements of the position.
• Ability to work a flexible schedule, to include overtime, emergency call back, shift work, nights, holidays and weekends to accommodate City needs.
• Ability to sit for an extended period while working in an office.
• Ability to maintain a neat and clean appearance.
• Skill in performing routine to moderately complex mathematical computations and tabulations accurately and efficiently, as they relate to purchasing.
• Skill in understanding and following oral and/or written instructions.
• Skill in establishing and maintaining effective working relationships with City employees and the public.
• Skill in developing and maintaining effective interpersonal relationships and resolving conflicts with tact and diplomacy.
  
  

Minimum Education And Experience Requirements

• Master’s Degree in business or public administration or related field required.
• Four (4) years of progressively responsible experience in managing procurement operations to include lead or supervisory experience.
• Eight (8) years of experience in the field, with at least three (3) years of experience purchasing for public agencies.
• Certified Public Procurement Officer & Buyer Program, CPPO & CPPB or ability to obtain within six months of hire.
• Certified Public Purchasing Officer or Certified Purchasing Manager or ability to obtain within six months of hire.
• Possession of, or ability to obtain within three (3) months of hire, membership in Governmental Procurement Association of Georgia (GPAG).
• Possession of, or ability to obtain within three (3) months of hire, membership in National Institute of Government Purchasing (NIGP).
• Never been convicted of a felony.
• A citizen of the United States or has obtained legal work status.
• Must pass a detailed background investigation.
• Work evenings, weekends and/or holidays as required.
• Must be able to pass a credit check.
• Possess and maintain a valid Georgia driver’s license with a clean driving record.
  
  

ADA Compliance

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: This position works in an office environment. While performing essential duties of the job, employees work in an environment under constant deadlines, and may be exposed to dust, cleaning fumes, and work around office equipment. The noise level in the work environment may be moderate to loud.