Procurement Manager

JOB SUMMARY

Responsible for the administration of the Clerk’s procurement process and for performing advanced professional and administrative duties related to coordinating and managing the complex procurement of commodities and services in a centralized procurement office.

CORE COMPETENCIES

·        Customer Commitment - Proactively seeks to understand the needs of our customers and provide the highest standards of service

·        Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional and ethical behaviors that establishes trust throughout the organization and with the public we serve

·        Organizational Excellence - Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations

·        Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals

JOB SPECIFIC COMPETENCIES

·        Knowledge of Clerk procurement policies, practices, procedures and regulations.

·        Knowledge of public procurement practices such as vendor/source identification, pricing methods, market practices, bid and proposal preparation, contracts, and pricing agreements.

·        Skill in contract negotiations and problem solving.

·        Ability to prepare and/or review bid documents and responses for compliance with policies, procedures, conditions, and regulations.

·        Ability to prepare standard and blanket/contract purchase orders, agreements, change orders, and other similar documents.

·        Ability to establish and maintain effective working relationships with others.

·        Ability to conducts research and collect, organize, evaluate, and interpret data to develop logical conclusions.

·        Ability to use considerable initiative, think independently, and exercise sound judgment.

·        Ability to communicate effectively, both orally and in writing.

·        Ability to operate general office equipment, use a computer and related software.

·        Knowledge of Federal, State, and local laws and regulations governing purchasing operations.

·        Knowledge of accounting principles as they relate to procurement and maintenance of purchasing records.

·        Skill in making presentations to groups.

·        Ability to analyze and evaluate the effectiveness of programs and processes.

·        Ability to prepare and analyze operating procedures, practices, statistics and reports.

·        Ability to anticipate work to be done and plan, organize and manage the work of clerical and professional employees engaged in the procurement process.

REPRESENTATIVE DUTIES

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described below.

·        Plans, manages and administers the procurement process that results in the acquisition of a variety of commodities and services to fulfill the requirements of agency departments.

·        Determines procurement strategies and the appropriate method of solicitation in accordance with applicable laws, policies, practices, procedures, and public procurement guidelines.

·        Consults with department heads, or designees, to determine commodity/service needs and delivery schedules.

·        Presides at Pre-Bid/Proposal Conferences and conducting public bid/proposal openings for projects over the formal bid threshold in accordance with established procedures.

·        Analyzes, reviews, and approves requisitions, specifications, quotes, purchase orders, scopes of work, and Clerk’s authorization request forms to ensure they promote competition and best value for the agency, and for accuracy and compliance with agency policies.

·        Provides guidance and conducts training classes for agency personnel to ensure understanding of the procurement process and automation systems.

·        Develops, assembles, and reviews various procurement documents and coordinates required reviews, to ensure consistency and accountability in agency procurements.

·        Identifies potential suppliers, using various sources, to ensure adequate competition.

·        Negotiates with suppliers to obtain best prices.

·        Develops, recommends, implements, and reviews Purchasing department goals, objectives and priorities and procurement policies and procedures.

·        Creates and maintains tracking reports, performs computations, and verifies data accuracy.

·        Conducts research for staff and public inquiries, and assists staff and public, as needed.

·        Manages and administers the Clerk’s Purchasing Card program, to include card accounts, authorization levels, transaction reporting, and compliance with Clerk's procurement policies and guidelines. Purchases commodities/services requiring credit card payment.

·        Manages all aspects of the procurement process; guides, trains and motivates assigned personnel; coordinates functions; assigns, monitors and reviews work; evaluates performance and initiates corrective actions, as needed.

·        Assists agency departments with and issues solicitations, RFP’s, RFQ’s, addenda, and formal and informal bids. Includes development of scopes of work, evaluation methodologies, price proposal structures and various aspects of contract formulation.

·        Participates in continuous improvement programs, training, seminars, and other procurement related events.

·        Researches, analyses data, and designs management business practices and reporting systems for improving and measuring the effectiveness of the procurement systems, staff performance, and delivery of services and programs.

·        Assists Accounts Payable department with research and resolution of payment matching issues.

·        Attends meetings and acts on behalf of the Director, as needed.

·        Develops and distributes an annual procurement forecast for the agency wide budget planning and submission process.

·        Manages clerk-wide contracts for equipment leases and maintenance.

Performs other duties as needed, including those performed by subordinate fiscal, financial, and/or clerical and professional staff.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

An Associate degree and five (5) years of relevant experience, including procurement of commodities and services or an equivalent combination of education, training and experience that would reasonably be expected to provide the job-related competencies noted above.

CERTIFICATION, LICENSE AND SPECIAL REQUIREMENTS

Possession of a valid Driver's License.

Certified Professional Public Buyer (CPPB) is preferred.

PHYSICAL DEMANDS

The work typically takes place in an office environment and requires sitting for an extended period of time. Work may also require exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects; may also require lifting, mental acuity, pulling, pushing, repetitive motion, speaking, standing, talking, visual acuity, and walking.

WORK ENVIRONMENT

Work is performed in a dynamic environment that requires sensitivity and responsiveness to changes that include goals, priorities, and needs of the organization and position.

JOB CLASS

Classified - An employee who is appointed to a full-time classified position (including reduced hour position) and not identified as an unclassified employee. Classified employees obtain appeal rights upon successful completion of their initial probation or the extended initial probation.

Unclassified – At-will Employees who serve at the pleasure of the Clerk and do not have appeal rights should they be demoted, suspended, or terminated.

CAREER PATH

• Procurement Manager
• Director
• Chief Deputy

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.