Procurement Manager

Supplemental Information

About This Position

The Procurement Manager supports the mission of the Southeast Louisiana Flood Protection Authority - East (SLFPA-E) by creating and maintaining an environment that facilitates effective purchasing processes. The Procurement Manager is responsible for managing the procurement, receiving, inventory management, and bidding process for the SLFPA-E. The incumbent serves as the Chief Procurement Officer and as a Principal Assistant to the Finance Director due to the agency's purchases falling outside of the Office of State Procurement. The goods and services procured vary considerably from standard materials and hardware to highly complex and technical supplies, materials, equipment, and services. Requirements are very diverse and require working knowledge of both Title 38 and Title 39 laws, state procurement laws and other local government and quasi-state government agency rules regarding purchases, RFPs, bid process, and the specifications and quality of the many commodities and fixed assets purchased by our four agencies.

The SLFPA-E has a combined budget of $55 million and encompasses a number of funds expenditure types and income sources. Properties and facilities include 192 miles of floodwall, 252 floodgates, 3 pumping stations, and 8 marine navigational complex gates. The accounting system tracks expenditures across 8 dimensions including Fund, Department, Function, Activity, Grant, Project, Location, and Equipment type. This cost accounting system adds orders of magnitude of sophistication and maintenance requirements. In addition, the SLFPA-E is made up for 4 different agencies (Orleans Levee District, East Jefferson Levee District, Lake Borgne Basin Levee District, and the Southeast LA Flood Protection Authority-East) and contains a complex system of intercompany billing and cost allocations across each of the four agencies.

An Ideal Candidate Should Possess The Following Competencies

• Acting Decisively: The ability to make decisions quickly and effectively.
• Acting with Ethics and Integrity: The ability to be consistent, honest, and a trustworthy steward of State resources.
• Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
• Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization.
• Following Policies and Procedures: The ability to comply with policies and procedures of the organization as well as State Civil Service rules, and all applicable federal and state laws.
• Managing Systems: The ability to predict and manage the effects of actions on interrelated or interacting components of a team, department, or organization.
• Managing Time: The ability to control your time to increase effectiveness, efficiency, or productivity.
• Negotiating Agreements: The ability to reach a consensus when parties may have conflicting interests or perspectives.
• Training Others: The ability to facilitate the acquisition of work-related knowledge and skills in an effort to improve employee performance.
• Working with Financial Information: The ability to use financial data to guide, drive, and convey the financial standing and/or outlook of an organization.
  
  

No Civil Service test score is required in order to be considered for this vacancy.

To apply for this vacancy, click on the “Apply” link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.

*Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete. *

For Further Information About This Vacancy Contact

Shannon West

Southeast Louisiana Flood Protection Authority-East

swest@floodauthority.org

(504) 286-3132

Minimum Qualifications

MINIMUM QUALIFICATIONS:

Seven years of experience in procurement, contracts or grants management, financial management, accounting, or auditing; OR

Six years of full-time work experience in any field plus four years of experience in procurement, contracts or grants management, financial management, accounting, or auditing; OR

A bachelor’s degree plus four years of experience in procurement, contracts or grants management, financial management, accounting, or auditing; OR

An advanced degree plus three years of experience in procurement, contracts or grants management, financial management, accounting, or auditing.

Experience Substitution

Every 30 semester hours earned from an accredited college or university will be credited as one year of experience towards the six years of full-time work experience in any field. The maximum substitution allowed is 120 semester hours which substitutes for a maximum of four years of experience in any field.

Designation as a Certified Professional Public Buyer (CPPB), a Certified Public Procurement Officer (CPPO), or a National Institute of Governmental Purchasing Certified Procurement Professional (NIGP-CPP) will substitute for a maximum of one year of the required experience.

Job Concepts

Function Of Work

To manage the procurement of goods and/or services that are outside of the scope of the Office of State Procurement.

Level Of Work

Manager.

Supervision Received

Direct from a Procurement Director or other administrator of the agency served. Other reporting relationships may be approved by State Civil Service.

Supervision Exercised

Direct over procurement professionals. Other reporting relationships may be approved by State Civil Service.

LOCATION OF WORK:

May be used by all state agencies with procurement functions that are outside of the scope of the Office of State Procurement.

Job Distinctions

Differs from Procurement Program Manager by the presence of managerial responsibility for procurement operations of significant scope and complexity necessitating multiple direct reporting relationships of professional personnel engaged in procurement activities.

Differs from Procurement Director by the absence of administrative authority for procurement activities of the largest scope and complexity that are outside of the scope of the Office of State Procurement.

Examples of Work

50% Administration, Procurement Management, Property Control

• Under general guidance from the Director of Finance, directs the works of the Procurement Department by setting priorities, monitoring success with meeting deadlines and goals relating to accuracy, completeness of work, and training of personnel
• Directs and manages the procurement of equipment, materials, supplies, and services for the SLFPA-E ensuring that purchases are made within budget guidelines, and goods are received timely and accurately
• Directs and oversees preparation of formal bid documents, advertisement, reviews subordinate recommendations for award, and prepares necessary documentation for Board approval of such award
• Manages capital equipment purchases within budget and state guidelines
• Manages and maintains records of SLFPA-E contract renewals
• Under general guidance from the Director of Finance, drafts Procurement Policies and Procedures to ensure that all the SLFPA-E meets all regulatory requirements imposed by State Statute and follows best practices.
• Establishes and manages the policies and procedures for property asset control, and updates as State procurement laws change.
• Activities associated with this include the purchase, receipt, and tagging of vehicles, equipment, and materials for all locations
• Directs all warehouse inventory related activities and policies associated with purchasing, coding, maintenance, receipt, stocking, storing, issuance, and record keeping of all consumable materials and supplies
• Manages the annual physical inventory count, reconciliation of the consumable inventory, and prepares required inventory adjustments entries to be posted to the general ledger
• Manages the periodic evaluation of obsolete or surplus goods, negotiates contract for auctioneering services including proper security, inter-agency participation, set-up, sale, title transfer, removal of property, and receipt of monies collected
• Establishes and maintains departmental statistics to measure performance
• Periodically evaluates list of suppliers regarding timeliness and accuracy of filling orders, providing requested materials, supplies, and equipment, and availability of discounts for early payments
• Evaluates processes and procedures for the Department to identify areas where work can be streamlined or automated and make recommendations to the Director of Finance
• Serves as the department lead on maintenance of the Purchasing Software system including maintaining workflows, inventory part numbers, inventory minimum and maximum levels, inventory units of measurement, and resolution of stale purchase orders
• Ensures that the warehouse storeroom is kept clean, organized, and fully stocked for materials and supplies needed by agency personnel
• Coordinates with Accounting staff to resolve invoice and coding discrepancies
• Serves as the Logistics Section Chief (second in line) on the Incident Command Team.
• The Logistics Section Chief is responsible for ensuring all insurance policies for all properties are current and insurance documents are safely stored.
• Coordinate and review all safety and medical issues, assure treatment location(s) are set up for work-related injuries and substance abuse testing in accordance with the agencies/districts’ “When a Workplace Injury Occurs” policy.
• Oversees facility and work crew safety.
• Coordinates work crews with the Planning and Engineering Chief - This role will require continuous communication and training with the first-in-line Logistics Chief and will have to be done in coordination with already existing emergency event duties as Procurement Supervisor.
• It is mandatory to be on-site during an emergency event, as Logistics Chief.
  
  

Additional Risk Management Duties

• Assure us that vendors that work on-site at any of our properties meet our minimum insurance requirements (general liability, motor vehicle, workers compensation). Additional steps are being taken to verify the validity of workers’ compensation certificates.
• Once certificate of insurance (COI) is received and validated, information is logged into the agency’s internal database and tracked/updated annually.
• Serves as a liaison between the Procurement and Accounting departments for the creation of new vendors in the accounting system.
• Participates in the annual Worker's Compensation audit
  
  

30% Management

• Monitors department performance against established goals and adherence to laws, regulations, and established accounting standards
• Establishes and supervises the system of internal controls for fiscal activities for purchasing, receiving, inventory management, and management information systems
• Develops goals and measurable performance standards for direct subordinates
• Conducts annual performance evaluations and planning sessions for direct subordinates
• Provides continuous feedback to the Finance Director on staff performance including when performance is not meeting expectations
• Immediately addresses subpart performance with employees and develops a plan of action to improve performance keeping the Finance Director informed of progress
• Manages time and attendance of direct subordinates
• Interviews, selects, and evaluates personnel for Purchasing Department and warehouse areas.
• Directs and coordinates the orientation of new employees in procedures and operations, on the job training, and required work assignments
  
  

15% Project Management

• Serves as lead on special projects established by the Director of Finance including during the agency's Pronto software conversion and implementation
• Designs a location identification system for materials and supplies in the inventory store room, all areas of the warehouse, the complex structures, and the permanent pumping stations
• Designs and maintains a simplified numbering system for inventory items and converts current inventory items to new numbering system
• Creates flowcharts for requisition request and approval processes based on requester and dollar amount of request
• Analyze units of measurement and minimum and maximum level of inventory items and adjusts as needed
• Compile a list of materials and supplies in all locations that are not currently in inventory to add them to the inventory list including any applicable warranty information
  
  

5% Other Duties

• Procures all required materials, supplies, protective equipment, and food provisions for essential personnel during storm or emergency events
• Assists with the preparation of provisions during the event, and participates in after action reviews of each event
• Responsible for ensuring the directives of the Finance Department and the agency are implemented timely and effectively
• All other duties as assigned
  
  

NOTE: The SLFPA-E is an emergency-oriented agency. Part of the agency's mission is to protect life and property across Orleans, East Jefferson, and St. Bernard parishes from tidal surge, wind-driven water and flooding. In emergencies during hurricane/tropical storm events, the incumbent is required to be on call and must report for duty and remaining on duty in such situation until released from duty by the appropriate authority.