Manager of Purchasing and Contracts

GENERAL DESCRIPTION OF WORK:

Responsible for supervising and directing the staff of the Purchasing and Contracts Department. Responsible to the Director of Procurement for operating the department in a cost effective and efficient manner to meet VIA Metropolitan Transit’s goals and objectives, which include the promotion of Small and Disadvantaged Business Enterprises (DBE). Monitors local and national economic trends and plans procurements accordingly. Performs specialized technical work of considerable complexity and responsibility requiring a thorough knowledge of federal, state, and local Procurement policies and procedures. Plans and arranges own work. Requires initiative and independent judgment to determine solutions to Procurement issues.

ESSENTIAL FUNCTIONS:

Administrative Functions:

Plans, organizes, and coordinates the work of the Purchasing and Contracts Department. Establishes priorities for daily operation of the department.

Implements strategies, which maximize employee potential and foster high ethical standards in meeting VIA’s mission and goals.

Stresses accountability and continuous improvement including the ability to make timely and effective decisions and produce results through implementation and evaluation of departmental policies.

Oversees the Category Leads with the delegation of work to individual staff personnel with associated follow-up.

Manages department staff, creating a work environment that encourages teamwork and motivation.

Issues contracts for complex, long-term, high-dollar procurements. Supports both EEO and Affirmative Action goals of the agency.

Explains, supports, and expresses facts and ideas in a convincing and skilled manner. Negotiates with internal and external individuals and groups.

Responsible for adherence to all federal, state, and local purchasing laws and VIA Metropolitan Transit’s procurement policies and procedures.

Represents VIA’s Procurement Division at DBE/SBE outreach seminars and conferences.

Prepares and/or coordinates any documentation required in support of the FTA Triennial reviews, drug and alcohol audits, independent audits, state audits, etc.

Prepares procurement activity and performance reports.

Other duties may be assigned by the Director of Procurement.

Procurement Functions:

The Procurement Division is responsible for soliciting bids and proposals and contracting for

purchase of all materials, parts, supplies, and services required by VIA Metropolitan Transit. Issues and administers all contracts entered into by VIA.

Assists the Director of Procurement n training VIA staff on VIA’s Procurement Manual which provides continuing education on procurement policies and procedures to all VIA staff.

Reviews product specifications and modifies boilerplate to fit each procurement situation. Conducts pre-bid/proposal conferences and bid openings.

Analyzes bids and prepares Determinations and Findings to establish the lowest responsive and responsible bidders.

Prepares purchasing reports and cost/price analysis.

Maintains official records to include contract files, specifications, and Department correspondence.

Coordinates with the Office of Diversity and Federal Compliance in establishing and achieving DBE/SBE goals.

Conducts interviews with sales representatives in searching for product information and technical expertise.

This job description excludes marginal functions that are incidental to performing the job. Other duties may exist.

EDUCATION AND EXPERIENCE:

Bachelor’s degree in Business Administration, Public Administration, or a related field and ten (10) years of progressively responsible experience in public procurement, contract administration, or related area with two (2) years supervisory experience. Experience may be substituted in lieu of education on a year-for-year basis up to four (4) years.

PREFERRED QUALIFICATIONS:

Familiarity with Public Procurement Acts/Statutes and Federal Transit Administration requirements.

ADDITIONAL REQUIREMENTS:

Must have considerable knowledge, expertise, and experience in contracting for architectural and engineering services; goods and supplies; equipment and services; and, bus-related equipment and services. Must have a good working knowledge of mathematics, general business accounting, and business law.

Requires the ability to apply sound judgment in the resolution of difficult and complex problems.

Skills in conducting negotiations with potential contractors and persons outside of VIA in a persuasive and influencing manner that protects VIA’s best interests.

Requires the ability to work from written policies and procedures under conditions of self-initiated activity with a minimum of coaching from upper management.

Requires the ability to communicate effectively both orally and in writing with individuals at all levels both inside and outside the agency, using tact, discretion, and diplomacy.

Must have the ability to conduct research, develop data, process data, and integrate data into documents. Requires the ability to operate a personal computer (PC).

Availability to attend meetings on and off VIA property, both during and after regular working hours.

Ability to maintain confidentiality of records.

Must be able to maintain good work attendance.

Safety Accountability Statement:

• Employees must consider safety in all tasks performed, as well as demonstrate safe judgment and decisions that not only maintain their own safety; but that of fellow employees and customers.

• Demonstrate a professional commitment to assure compliance with all organizational policies, practices, and programs related to safety, health, and system security.

• Employees have a responsibility to identify and report hazards, as well as potentially unsafe conditions, to your immediate supervisor or Safety Department.

• Employees are responsible, and required, to stop a job/task to prevent an unsafe incident or act from occurring. This acknowledges the threat of potential injury, property damage and the opportunity for better judgment to be used.

Must comply with and support VIA’s EEO policies and the Diversity Program.

PHYSICAL REQUIREMENTS:

Physical ability required to be mobile, bend, stoop, stand, reach and lift objects weighing 5-25 pounds such as files, supplies, equipment and large heavy reference manuals and books.

WORK ENVIRONMENTS:

Works in normal office environment.

VIA is an Equal Employment Opportunity Employer, providing equal opportunity to all qualified individuals, regardless of race, color, religion, age, sex, national origin, veteran status, genetic information, or disability.