What are the responsibilities and job description for the Business Support Manager for Contracts and Vendor Management position at Georgia state government?
Pay Grade: M
Who we are. We protect lives. The Georgia Department of Public Health is the lead agency entrusted by the people of Georgia to proudly protect lives and promote healthy lifestyles in diverse communities statewide. We are committed to preventing disease, injury, and disability; promoting health and well-being; and preparing the State of Georgia for responding to disasters.
What we offer. As a member of the Georgia Department of Public Health team, you will join a passionate group of individuals who are dedicated to making an impact. No matter your role, you will individually contribute to protecting the lives of all Georgians while receiving a wide range of benefits, so you can:
This is a GRANT FUNDED position and subject to available grant funds.
PLEASE DO NOT APPLY ON THIS SITE. YOU MUST APPLY AT https://www.governmentjobs.com/careers/georgiadph
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Who we are. We protect lives. The Georgia Department of Public Health is the lead agency entrusted by the people of Georgia to proudly protect lives and promote healthy lifestyles in diverse communities statewide. We are committed to preventing disease, injury, and disability; promoting health and well-being; and preparing the State of Georgia for responding to disasters.
What we offer. As a member of the Georgia Department of Public Health team, you will join a passionate group of individuals who are dedicated to making an impact. No matter your role, you will individually contribute to protecting the lives of all Georgians while receiving a wide range of benefits, so you can:
- Make a Professional Impact – Build your career where it matters and protect lives in the community where you live, work, and play
- Enjoy Workplace Flexibility – Experience flexibility in how you work so you can be your best self for you and Georgia Residents
- Work with a Dynamic and Diverse Team– Collaborative and inclusive way of working where employees share ideas and leverage collective strengths
- Achieve Career Longevity – Countless opportunities for continuous learning/development that support a long-term career
- Take Part in a Hands-on Working Culture – Unique culture of active engagement and problem-solving, no matter your role
- Feel Pride in Where you Work – Be part of making an impact in public health alongside dedicated people just like you
The Business Support Manager for Contracts and Vendor Management will provide leadership across all aspects of contract management, vendor relations, invoicing, and financial oversight for the Georgia Public Health Laboratory. This role requires a combination of strong managerial skills, contract and compliance knowledge, and experience procurement, vendor management, and data analysis. The ideal candidate will also possess expertise in the Georgia Procurement Manual and related regulations and be proficient with relevant software systems such as PeopleSoft and Microsoft Office.
Job Responsibilities:
Contract & Vendor Management:
- Work directly with Business Owners to facilitate Contract Action Requests (CARs) for required goods and services. Facilitate interdepartmental submissions, movements, and tracking of contract action requests.
- Act as a subject matter expert (SME) and key liaison to the Department’s Executive Team and Business Owners for all laboratory-related contracts.
- Monitor vendor performance against contract obligations, identifying and resolving discrepancies or issues in collaboration with vendors and internal teams.
- Compile and analyze statistical data, source documents, and analytical reports to assess compliance with contractual agreements.
- Oversee the production and maintenance of the Department's Vendor Database and Purchasing & Contract Management Database, ensuring accuracy and currency.
- Coordinate with the Office of Procurement and Contracts Services to facilitate submission and tracking of Contract Action Requests (CARs) for required goods and services.
- Serve as the primary point of contact for vendors on contractual matters, ensuring timely communication and resolution of any issues. Providing consultation and technical assistance. Monitor, update, and maintain contract databases
- Establish schedules and checkpoints to ensure timely contract actions, including renewals, amendments, extensions, and terminations.
- Partner with other departments, divisions, external agencies, and vendors to address contract-related business needs.
Training & Development:
- Responsible for developing, deliver, and manage contract-related orientation and in-service training for departmental staff to ensure understanding of contract management processes.
- Provide ongoing task guidance and training for team members to enhance their performance and ensure effective contract management.
Invoicing & Financial Management:
- Review, process and reconcile contract payment requests, ensuring the accuracy and completeness of billing data.
- Monitor and follow up on outstanding invoices, ensuring timely payment and compliance with financial terms of contracts.
- Assist vendors with invoicing, payments, inquiries to ensure smooth invoicing and payment processing.
Data Analysis & Reporting:
- Utilize PeopleSoft to access procurement, purchasing, and contract data, providing timely reports on vendor performance and contract status to Business Owners.
- Track and report on key procurement and contracting performance indicators to support management decisions.
- Identify trends, best practices, and variances in contract performance, offering recommendations to improve operational efficiency and vendor relationships.
Compliance & Operational Efficiency:
- Ensure compliance with the Georgia Procurement Manual, procurement rules, and regulations.
- Address operational gaps that will positively impact departmental efficiency and drive improvements in contract management practices.
- Generate cost-saving initiatives for contract administration and invoice management to maximize financial performance.
Vendor Relations:
- Build and maintain strong business relationships with key suppliers to facilitate effective sourcing and contractual outcomes.
- Serve as the intermediary between end users and suppliers, ensuring that contractual obligations are met and discrepancies are resolved efficiently.
Preferred Qualifications:
- 3 year contracting and procurement experience in the public sector
- 2 years PeopleSoft Financials software experience
- Proficiency in Microsoft Office applications including Excel, Word, Outlook, SharePoint
- Verifiable experience in State of Georgia Vendor Management, Procurement and Contract/Grant Administration.
- Certification through the Georgia Department of Administrative Services (DOAS), State Purchasing Division (SPD) as a Georgia Certified Procurement Manager (GCPM).
- Two or more years of experience with PeopleSoft/TeamWorks Financials
- Certified Public Procurement Officer (CPPO) Preferred
Certified Professional Public Buyer (CPPB) Acceptable (with the ability to obtain a CPPO within 3-years) OR
Certified Professional Contract Manager (CPCM) Acceptable (with the ability to obtain a CPPO within 3-years) OR
Certified Professional in Supply Management (CPSM) Acceptable (with the ability to obtain a CPPO within 3-years) - 3 year contracting and procurement experience in the public sector
- 2 years PeopleSoft Financials software experience
PLEASE DO NOT APPLY ON THIS SITE. YOU MUST APPLY AT https://www.governmentjobs.com/careers/georgiadph
Bachelor's degree in operations management, business administration, or a related field which includes three (3) years in a managerial or supervisory role; or seven (7) years of related professional experience which includes three (3) years in a managerial or supervisory role; or three (3) years of experience required at the lower level Mgr, Business Ops (GSM010) or position equivalent.
Note: An equivalent combination of knowledge, education, job or intern experience, training, or certifications that provides the necessary knowledge and skills to successfully perform the job at the level listed may be substituted year-over-year.
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