Capital Planning and Procurement Manager

Job Type

Full-time

Description

Wage: $3,316.19 - $4,421.04 biweekly

Job Type: Full Time

Closing Date: 3/16/2025 or until filled

Location: Hybrid

Purpose

The Capital Planning and Procurement Manager Plans, oversees and coordinates capital projects to ensure that projects meet budget and time requirements. Collaborates with directors, managers, staff, and vendors to assess priorities, and identify potential issues throughout the entire project lifecycle. Collects and analyzes data to track and communicate project milestones and overall progress to other managers and leaders. Works with employees and vendors at all levels to define project goals and ensures that the project is delivered on-time and on-budget. Performs analysis on technical data to prepare presentations to appropriate individuals and groups. Attends and leads meetings related to project progression. Monitors project activities to ensure compliance with schedule and policies. Maintains a positive working relationship with contractors, agencies and officials and serves as a liaison between them and the organization.

Additionally, this position plans, recommends, directs, and coordinates the procurement of goods and services by Douglas County Libraries (DCL). This analytical role coordinates and processes bids, requests, and contracts, aligning purchasing policies with Board policies, and makes recommendations for final selections. This position enhances DCL’s “Brand Standards” at all branches through management of DCL’s capital maintenance and improvements program for Furniture, Fixtures, and Equipment (FF&E).

This position requires the ability to communicate effectively, work independently, manage multiple competing deadlines, and proactively solve problems. The Capital Planning and Procurement Manager must possess a proven history of accuracy, have a superior attention to detail, and demonstrate a working knowledge of Generally Accepted Accounting Principles (GAAP). Expert communication skills are a necessity for this position; this position will interface with multiple stakeholders at various levels in the organization and must be adept at collaborating between several departments, with the ability to adapt to changing requirements. Negotiation, problem-solving, and diplomacy are crucial attributes to this role. Character, Competence, and Connection are the three pillars used to measure success in every role at DCL.

Essential Duties And Responsibilities

30% Capital Project Management

• Strategic Planning: Helps develop long-term capital plans that align with the organization's goals.
• Budget Management: Create and manage budgets for capital projects, ensuring efficient allocation of funds. Monitor expenditures and adjust financial plans as necessary to stay within budget.
• Project Coordination: Collaborate with various departments to gather project requirements and ensure alignment with organizational objectives. Coordinate with external vendors, contractors, and consultants to facilitate project execution.
• Risk Management: Identify potential risks associated with capital projects and develop mitigation strategies. Ensure compliance with regulatory requirements and organizational policies.
• Performance Monitoring: Track the progress of capital projects and provide regular updates to senior management. Conduct post-project evaluations to assess outcomes and identify areas for improvement.
  
  

25% Supply Chain Management:

• Coordinates and acts on requests for the purchase of goods, services, and collection materials through competitive bids/proposals, sole source acquisitions, and informal quotes. Ensures that purchasing policies and best practices are followed in accordance with board policies.
• Coordinates all efforts in sourcing and vetting vendors, negotiating contracts, and presenting proposals to key decision makers.
• Serves as a primary authority on all furniture, fixtures and equipment (FF&E) standards for DCL to ensure compliance with and enhancement of DCL’s brand.
• Proficiency in cross-departmental collaboration for the management and distribution of FF&E (Furniture, Fixtures, and Equipment) inventory across the District.
• Manages all phases of the FF&E component of all Maintenance and Capital improvement projects from initial design through installation and warranty, including preparation and monitoring of project budget, ensuring that DCL meets all budgetary requirements of projects.
• Manages maintenance program, including program budget, for all FF&E across DCL, ensuring that FF&E is repaired or replaced on a timely basis to ensure compliance with and enhancement of DCL’s brand.
• Perform Vendor term reviews and pre-qualify potential vendors, research competitive purchasing and cost-saving opportunities and develop and prepare bid/proposal documents.
  
  

25% Contracts and Procurement Administration:

• Apply the principles of government purchasing, including competitive bid process, bid evaluation, selection, and contracting.
• Administer the Universal Service Administrative Company (e-rate) program involving procurement of telecommunication and internet services by working closely with IT Manager. Attend training sessions for the e-rate program. Ensure that all monies due are collected.
• Receive, evaluate, analyze, tabulate, and recommend bid/proposal awards, and prepare and process GSA contracts with the intent of purchasing goods and services for DCL. Facilitate evaluation committees.
• Maintain standard GSA contracts to meet changing needs and legal requirements, working closely with the Director of Finance and outside counsel.
• Performs contract administration tasks to ensure quality and service standards are being met. Monitor vendor performance and pursue corrective action regarding inadequacies or deficiencies including correspondence to suppliers and/or participating in supplier meetings.
• Receive, analyze, and process purchase requests and change orders. Maintain records of contracts, purchase orders, change orders, and related approval documentation. Track warranty as required.
• Manages the purchase and/or lease of all DCL vehicles and vehicle fuel purchases, including inter-branch courier vehicles.
• Oversee the acquisition and leasing of all rental properties, encompassing both short-term and long-term retail spaces as well as storage units. Develop, review, and analyze the budget and all financial commitments associated with these properties.
• Manage and administer all DCL online purchasing accounts such as Amazon, Office Depot, Verizon, Apple, and others as the business requires.
  
  

10% Administrative Tasks

• Provide support in the preparation of the annual budget. Work closely with Finance personnel on their annual budget. Provide procurement information to departments to assist in budget preparation.
• Understands annual budget priorities, oversees the department budget, and makes efficient use of resources. Responsible for submitting invoices as per purchasing guidelines.
• Gather and prepare data for reports and recommendations. Professionally present data in a clear, concise format to stakeholders, board members, and employees of every level.
• Develop, review, update, re-design, and implement policies, procedures, guidelines, and forms related to the procurement of goods and services. Train staff and vendors on purchasing policies and procedures.
• Research and evaluate new technologies that may enhance or improve processes or services.
• Represent DCL at professional purchasing organization meetings.
• Recommend and assist in the implementation of the Finance Department’s goals and objectives with respect to purchasing controls and cost savings.
• Manage and coordinate the removal and disposal of all DCL assets following DCL guidelines.
• Manage DCL’s program for Certificates of Insurance, ensuring that all needs are catalogued, and all certificates issued are tracked.
• Engages in the DCL performance feedback system and completes the expectations outlined by your supervisor and department/division.
• Ensures that all department processes are documented and that changes are communicated and rolled out to staff and customers using the DCL Internal Communication Matrix. Relevant records are retained based upon DCL’s Records Retention guidelines.
• Develops procedures to comply with policies and monitors compliance.
• Identifies risk and works with the Senior Leadership Team to help manage it.
• Learns, uses and applies industry and organization-specific technology as needed.
  
  

10% Customer Service/Interpersonal Relationships:

• Exercise excellent interpersonal communication skills with external and internal customers, including Board members, Directors, Managers, and staff members of every level. Provide consultation, recommendations, and guidance in purchasing decisions.
• Develop and maintain strong interpersonal relationships with supply chain vendors, creating constructive and cooperative working relationships that support DCL organizational objectives.
• Lead the purchasing process to resolve conflicts, settle disputes, handle complaints, and otherwise negotiate with vendors to bring about best outcomes.
• Provide support to various departments on annual contracts and conduct the sourcing, research, and bid process for purchases awarded on an annual basis.
• Manage and maintain sensitive and confidential information, ensuring it is handled securely and in compliance with the organization's policies and procedures
• Represents DCL externally as job requires.
  
  

Performs other work duties as assigned.

One DCL Commitment: It is an expectation of each employee that you will exemplify Douglas County Libraries Brand, Culture and Values of welcoming to all, continual growth and authentic relationships.

Benefits: Douglas County Libraries (DCL) is a Colorado PERA Member Employer, so you will be enrolled in Colorado PERA. For details on member benefits go to www.copera.org.

Elective DCL Benefits Include

• Health Care Plans: medical, dental & vision
• Voluntary Plans: Accident, Critical Illness, Short Term, and Long Term Insurance'
• Life and Accidental Death & Dismemberment coverage
• 401k & 457 plans (through CO PERA)
• Legal-ID Shield
  
  

Additional DCL Benefits Include

• Holiday Pay
• Paid Time Off
• Sick Time
• Leaves of Absence for Qualifying Events
• Benefits are subject to change
  
  

Requirements

Required

• Bachelor’s degree in finance, accounting,or related field
• Five plus years of previous purchasing experience
• Working knowledge of GAAP, GASB
• Project management experience
• Fluency in MS Office and other industry related software
• Advanced experience and skills with MS Excel
  
  

Preferred

• Project Management Professional certification
• Government purchasing experience
• Previous experience with executing Brand Standards.
• Sage Intacct (ERP Software) Questica (Budgeting Software)
• MBA or similar
  
  

A combination of experience and education will be considered.

Physical Requirements: Must have a reliable method of transportation between all DCL locations. Must have the physical ability, stamina, mobility and manual dexterity to support a 7-day a week operation. Work at computer work-stations repetitively and for extended periods. Participate in meetings and events at various locations and at varied times throughout the day. Ability to read as small as 8pt font.