What are the responsibilities and job description for the Procurement and Contract Manager position at Mid-Continent Public Library?
Job Title: Procurement and Contract Manager
Branch or Department: Finance
Reports to: Chief Financial Officer
Supervises: Purchasing Coordinator
FLSA Status: Overtime Exempt
Benefits Classification: Full Time
Salary/Wage:$61,798 annually
Work Location: Administrative Headquarters
Work Schedule: Standard M-F 40 hours/week
Hours per Week/Year: 40/2080
Revision Date: February 2025
Open Until Filled
At Mid-Continent Public Library, we:
Imagine. We inspire innovation through curiosity and exploration.
Try new things. We empower what works and learn from the rest.
Lead the way. We connect people to information, ideas, and inspiration.
Welcome all. We embrace new perspectives and listen with humility.
Everything we do, we do together.
Position Overview
The Procurement and Contract Manager controls and coordinates the procurement operation. Responsible for developing, implementing and administering policies and procedures that support the goals of the Finance Department. Identifies sources of supplies, equipment and services and arranges acquisitions through quotes, informal and formal bids and higher-level solicitations. Conducts trend cost savings, avoidance analyses and completes ancillary research. Informs local business community, and departments of procurement policy changes. Monitors and reviews procurement activities for compliance with established policies. As a representative of management, supports the mission, vision, strategic plan, goals and decisions of the Library.
Essential Functions
- Tracks and analyzes key functional metrics to reduce expenses and improve efficiencies
- Negotiates contracts and agreements with suppliers for goods and services
- Compiles Request for Proposal (RFP) and Request for Quote (RFQ) documents in collaboration with internal stakeholders
- Prepares and issues purchase orders for equipment, supplies, and capital assets and ensures orders are fulfilled on time
- Achieves financial objectives by working with management and staff to prepare the budget, schedule expenditures, analyze variances, and initiate corrective actions
- Evaluates and makes recommendations regarding vendor proposals considering quality, delivery, and price
- Reviews purchase order requests and contracts for conformance to MCPL policy and procedures and established Federal, State, and Local laws
- Prepares and documents purchasing policy and procedure for a decentralized Library purchasing system. Monitors compliance and reports non-compliance to the Finance Director
- Analyzes market and delivery conditions to determine/provide present and future goods and services availability
- Responsible for vendor follow-up to assure timely receipt of goods in compliance with contracts and agreements
- Manages all aspects of material flow to maintain cost control and accuracy of supply inventories, including procurement, scheduling, and delivery
- Develops and manages supplier relationships. Identify, develop and manage effective relationships with existing and potential supplies of goods and services to meet the established cost, quality, and delivery targets
- Maintains personnel time records and job records
- Supervise, coach, conduct check-ins, and perform evaluations for Purchasing Coordinator.
- Assists with other Financial services functions for the Library as needed
- Maintains up-to-date knowledge of best practices related to the essential functions of the position
Non-essential Functions
- Serve on Library Committees
- Attend external meetings or conferences
Education and Experience
- Bachelor’s Degree or more than 5 years of related experience and/or training Required
- 2 years of related experience Required
- Experience with using financial software applications including purchasing order/requisition systems Required
- Experience using Office 365 applications (Word, Excel, Outlook) Required
Required Knowledge, Skills, and Abilities
All successful leaders at MCPL should demonstrate:
- Advanced verbal, written, and discreet communication skills with management, coworkers, and the public in a clear, timely, and proactive manner.
- Ability to collaborate with Library leadership to effectively develop, adhere to, and work within the constructs of the library’s budget.
- Advanced ability to maintain effective and collaborative working relationships with multiple stakeholders.
- Reliable, punctual, and flexible with scheduling.
- Advanced knowledge of a public library's mission and purpose, ability to provide clear expectations and direction, to manage competing priorities, to evaluate quality of work, and provide feedback and accountability.
- Advanced knowledge of department processes and procedures, expert knowledge of Library Professional Ethics, advanced knowledge of the impact of decision-making on MCPL, and demonstrated mature judgment to make department-level/system level decisions.
- Advanced proficiency in customer service skills through polite, professional, and collaborative interactions with internal and external customers.
- An advanced understanding of the role of MCPL leaders at all levels in creating a welcoming and respectful workplace and library for all.
Additionally, this position requires:
- Job Knowledge
- Understands the needs of internal customers, willingness to work with the branches and community to provide the best resources
- Knowledge of methods and techniques of research and report presentation, researching, benchmarking, trending, projecting, compiling and summarizing a variety of information and statistical data materials
- Demonstrated ability to budget, track expenditures, create financial reports at an advanced level
- Knowledge of municipal government operations, local, State and Federal laws and ordinances, rules and regulations, procedures, contracts, basic insurance requirements, construction, products and supply sources
- Working knowledge of the principles and practices of procurement, materials management, accounting, negotiation, problem solving, communications, specification writing and evaluations
- Demonstrates proficiency in understanding, implementing, and explaining library finance related procedures and policies
- Ability to discern areas that may require additional focus and proactively adjust workflow
- Technology including specific applications, hardware, and coding languages
- Advanced knowledge of Office 365 applications including Outlook, Word, Excel, Teams, and Sharepoint necessary to perform the functions of this position at a satisfactory level
- Advanced knowledge of Finance, Purchasing, and Inventory software applications
- Experience installing/training on financial software applications
- Communication
- Demonstrates advanced confidentiality and discretion regarding employee information and all administrative matters related to the work assigned
- Ability to effectively communicate at an advanced level on the phone, in person, virtually, and via email, with both internal and external customers
- Financial/Mathematical
- Intermediate knowledge of accounting and bookkeeping
- Demonstrates proficiency in understanding and adhering to accounting standards and guidelines
- Ability to effectively maintain financial records and reporting
- Teamwork
- Advanced knowledge of the importance of Teamwork and collaboration within departments
- Demonstrates advanced proficiency in the ability to maintain effective working relationships with others
- The ability to follow directions from multiple sources within the Finance department, related to their individual areas of responsibility while maintaining collaborative relationships within the Finance team as well as others system-wide, exhibits satisfactory performance in this position
- Decision Making
- Advanced knowledge of department processes and procedures are necessary to ensure proper decision-making
- Demonstrates mature judgment and sound decision-making skills
- Ability to modify workflows depending on daily demands, obligations and tasks demonstrates a satisfactory level of performance in this position
Age Requirement:
Must be at least 18 years of age
Motor Vehicle Requirement
- Possession of a valid driver’s license and a reliable personal vehicle for use in carrying out the duties of this position including transportation of materials and equipment (mileage reimbursed).
- Possesses the ability to drive MCPL vehicle according to company policy.
Work Environment
- (Indoor) Works primarily indoors with prolonged periods of sitting at a desk, working on a computer, and must have a reasonable tolerance for dust, mold, scents, allergens, and communicable diseases which enables the employee to handle library materials, work in older buildings and interact with coworkers and the public.
Essential physical abilities to be accomplished with or without reasonable accommodation are:
Daily (greater than 50% of the time)
- Standing (up to 1 hour at a time)
- Walking (even ground)
- Lifting 1-10 pounds
- Sitting
- Receiving Communication and Instructions (vision, reading, hearing)
- Conveying Communication and Instructions (Speaking, writing)
- Using computer data entry tools - keyboard, mouse, touchscreen, scanner
Frequently (up to 50% of the time)
- Pushing/Pulling 1-10 pounds
Occasionally (approximately 1-2 times per month)
- Pushing/Pulling 11-40 pounds
- Bending/Stooping
Rarely (1-5 times per year)
- Standing (more than 1 hour at a time)
- Walking (variable surfaces)
- Lifting 11-25 pounds
- Lifting 26-40 pounds
- Lifting 40 pounds
- Pushing/Pulling 26-40 pounds
- Pushing/Pulling 40 pounds
- Kneeling
- Reaching above shoulder
- Climbing stepstools
- Climbing ladders
NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as required to meet the ongoing needs of the organization.
All applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, protected veteran status, or other protected class in accordance with applicable federal, state, and local laws. Any applicant requiring an accommodation should contact the Mid-Continent Public Library Human Resources Department at 816.836.5200.
Applicants will be considered for employment opportunities on the merits of their skills and experience related to the position sought. Employment offers are conditional upon submitting a criminal records check, identity verification, and national sex offender registry check. Applicants will not be denied employment solely or in part because of a prior conviction, unless MCPL determines the conviction is job-related. If a background check yields information that is of concern to MCPL, the applicant will be given an opportunity to review the background check findings and present information regarding inaccuracy, mitigating circumstances, and rehabilitation.
Salary : $61,798
