Purchasing and Contracts Director

General Description of Duties

Under the direction of the Chief Financial Officer, this administrative management position is responsible for oversight of purchasing, contract and grant functions of the agency. This position adheres to applicable policies, federal and state laws and regulations, procurement, grant and contract best practices and accreditation standards with the overarching goal of ensuring that projects and department milestones are met. Work requires a high degree of initiative, professionalism, and considerable exercise of independent judgement in resolving day to day issues even where clear cut guidance may not be available. This position supervises subordinate staff in purchasing, grants, and contracts. This position will provide input regarding purchasing policy including development and revision activities and will be expected to interpret policies to assigned staff and agency members. This position shall be knowledgeable of the Sheriff's Office purchasing functions including governmental fund groups and financial computer systems. To be successful in the position, they must demonstrate competency in purchasing policy, financial knowledge, have a willingness to learn and train others, conduct research, have effective time management, communication, inter-personal skills, customer service, and problem-solving skills.
Essential Duties
? Provide leadership and direction of the agency procurement, contract and grants functions.
? Establishes and develops procurement strategy as well as processes and policies used to guide agency acquisitions.
? Develops and maintains process for vendor registration and profiles.
? Oversee grant research and special revenue opportunities for the purpose of obtaining additional funding for current and future services and programs.
? Monitor grant contracts and expenditures to ensure compliance with grant guidelines.
? Fosters positive supplier relationships with goal of increasing local and minority vendor participation.
? Supervise and evaluate the work performance of assigned staff, conducts open and honest performance feedback, performance counseling and corrective actions and/or disciplinary measures as necessary according to policy.
? With other finance staff, ensure purchasing compliance with 2 CFR 200, Federal Financial Guides, and compliance with applicable purchasing and grant, and/or agency grant policies and procedures.
? Support staff in their efforts to determine the optimum supplier in terms of price, quality, and delivery.
? Directs and coordinates the procurement of supplies, equipment, and services, ensuring that the procurement process and policies are in compliance with agency, state, and federal laws and regulations, and are efficiently managed, and all procurement specifications are met.
? Exercises oversight of all aspects of vendor management such as product, services, pricing, introduction of new vendors, eligibility, 1099 classification, and changes in compliance with agency policy
? Manage the issuance, training, and policy enforcement of the agency Purchase Card (P-Card) program.
? Identifies project goals, develops comprehensive list of project objectives, standards, and milestones with a prioritization methodology (i.e. according to needs and resource availability).
? Responsible for continuous improvement within the Purchasing Bureau, under the supervision of the Chief Financial Officer.
? Provides effective and useful input into the development and implementation of policy, procedure, directive and standards to ensure the reliability, integrity, and operational effectiveness of their area of responsibility.
? Thoroughly analyze conditions to reach appropriate independent decisions.
? Oversees and coordinates analysis of all requisitions and P-Card entries to ensure the purchases are approved, correctly coded, verified against the budget for each Division, and entered on a timely basis.
? Develops business relationships with vendors and maintains the pre-authorized vendor list with the goal of increasing procurement efficiency and usage of minority vendors.
? Analyzes purchasing trends and provides feedback and recommendations to leadership.
? Develops, reviews and interprets contracts for completeness, accuracy, balance of power, compliance with state statute, and/or conformance with bidding specifications, purchasing guidelines, code requirements, and governmental agency regulations, sending non-compliant or deficient contracts back to the originator for modification and subsequent review as applicable, to prevent potential disputes and financial risks.
? Act as primary agency contract negotiator with vendors/suppliers representing agency interests and ensuring all compliance issues are addressed, ensures all agency contracts are appropriately tracked, and contract managers are provided support.
? Review major procurement contracts, change orders, new developments, recommendations for cost reduction, system update and problem resolution in conformance with contract law and consults with agency General Counsel as required.
? Generates and submits status reports detailing project accomplishments, obstacles, and recommendations to leadership.
? Oversees issuance of agency purchase orders.
? Prepares specifications, quotes and competitive solicitations based on organizational needs; writes and reviews technical specifications and contracts for purchase of goods and services in conformity with purchasing policies, state and federal law and guidelines.
? Knowledge of cost and price analysis and techniques.
? Knowledge of contract laws.
? Knowledge of large-scale purchasing methods and procedures in commodity areas and of the laws, rules, and regulations of the applicable to county, and state governing the purchase of commodities and services.
? Ability to obtain and interpret market prices and trends, and to apply such interpretations to procurement and budgeting as well as knowledge of the grades, qualities, supply sources, and market factors of commodity categories frequently required by departments.
? Prepares documentation for contract awards, amendments, terms, and conditions, and legal documentation.
? Coordinates with other departments and externally to ensure communication and service efficiencies; interprets and explains requirements, regulations, and procedures.
? Assists in development and ongoing review of the budget by managing agency encumbrances, facilitating Procure to Pay meetings, and management of contract renewal schedule.
? Meets with subordinates on a recurring basis to provide support, training, guidance, performance counseling, mentoring, and positive feedback.
? Perform all functions of the job classification without posing a direct threat to the health or safety of other individuals.
Eligibility Criteria
? High School Diploma or GED required; AND
? Bachelor's Degree from a regionally accredited college or university AND
? Minimum of ten (10) years of related experience including a minimum of five (5) years of proven work experience as a Purchasing Manager, Contract negotiator OR
? Equivalent combination of education and/or experience sufficient to successfully perform the essential duties of the position; AND
? Certified Professional Public Buyer (CPPB) certification preferred.
? Purchasing experience within a governmental environment preferred.
? Proficiency with Microsoft Office Suite preferred.
Necessary Special Requirements
? Duties are performed in office environment.
? Duties often performed sedentary at desk for long periods of time with limited walking.
? Must be able to lift, push, carry or pull a minimum of 25 lbs. independently.
? Work is generally performed during normal business hours although the incumbent may be required to work any schedule that fulfills the needs of the position.
? Extensive use of desktop computers is required.
? Position may require travel to attend meetings and functions related to performance and required knowledge of essential duties.

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