PURCHASING & CONTRACTS MANAGER

Job DescriptionJob Description

The Purchasing & Contracts Manager performs professional and managerial level work of advanced difficulty in the technical and administrative functions of the procurement and contract activities of the City. The individual manages the strategies, programs and activities of purchasing for the City to ensure efficient and cost-effective procurements. Ensures work is in compliance with established purchasing procedures, ordinances, resolutions as well as any State and Federal laws. Position manages employees and schedules the ongoing work activities of the purchasing section. The holder of this position requires an advanced understanding and wide application of principles, theories, and concepts in governmental purchasing management and accountability. This position performs work under the general supervision of the Finance Director.

ESSENTIAL JOB FUNCTIONS • Supervises staff, including hiring, evaluating, assigning tasks and projects, reviewing work and assisting staff with prioritization and completion of assignments, approve leave and overtime requests, evaluating performance and recommending and issuing disciplinary actions as needed, coaching and mentoring staff and providing opportunities for growth through work assignments and training. • Communicates purchasing policies and procedures and applicable laws to City staff. • Ensures all purchases are made in compliance with established policies and laws. • Provides technical, policy and procedure support to departments and advises of appropriate procurement methods. • Facilitates the competitive solicitation process from the time the request has been received from the end-user, through contract signing and issuance of a Purchase Order. • Collaborates with Depts. to schedule, draft, review & issue competitive solicitations using various solicitation methods (ITB, RFP, RFQ, etc.) • Develops contract-specific to meet the needs of each solicitation document and revises contract and purchasing documents as required for compliance with state and federal laws. • Prepares highly technical solicitation documents; determines appropriate funding/appropriations exists for the solicitation. • Develops, researches, and reviews specifications, terms and conditions and related information. • Reviews grant award terms and conditions to ensure proper solicitation processes are followed. • Determines proper bonding requirements for in solicitations and ensures bonding requirements are met by vendors. • Conducts pre-bid and pre-proposal meetings. Attends and facilitates evaluation committee meetings. • Reviews, analyzes and evaluates proposal submittals, bids and other responses for compliance and responsiveness. • Drafts, reviews, negotiates and finalizes contracts. • Interfaces with City Attorney’s Office, departments, vendors and others regarding contracts, other documents and bid protests. • Presents solicitation awards, rejections and contract approvals at City Commission meetings. • Prepare/maintain accurate records & documentation on all solicitations, responses, purchases, contracts, correspondence & related follow-up • Develops and updates policy and procedure resources such as quick reference guides, templates, training presentations and videos. • Updates purchasing procedures to comply with legislative changes. • Provides training to new employees on City purchasing policies and procedures. • Attend monthly and quarterly meetings of the local co-op and SE NIGP chapter. • Provides documents for the City’s annual financial audit; • Assists with obtaining documents to respond to public records requests.

KNOWLEDGE, SKILLS AND ABILITIES KNOWLEDGE OF: • Advanced knowledge of public purchasing principles and best practices, markets, laws relating to public purchasing and Florida Statutes (including Consultants’ Competitive Negotiations Act “CCNA), and contract development and execution. • Knowledge of various construction delivery methods and selection of best method for a project • Knowledge of various purchasing methods and options. • Code of Ethics as set forth by the City, Institute of Governmental Purchasing (NIGP), state and local statutes, regulations and policies. • Follow the Code of Ethics as set forth by the City, Institute of Governmental Purchasing (NIGP) and state and local statutes • Maintain the integrity of the public procurement process; Interpret and apply applicable laws, regulations and policies. • Evaluate contract terms and conditions and possess a general legal working knowledge to work with legal advisors. • Apply sound business judgment and strategic guidance in a deadline-oriented environment. • Use critical thinking skills to arrive at solutions and make recommendations to staff • Establish and maintain effective and cooperative working relationships with those contacted in the course of business • Effectively respond to requests and inquiries from other departments, the general public, and government agencies • Organize work for timely and efficient completion; Delegate, manage and supervise effectively • Multi-task while working with tight deadlines and shifting priorities • Develop and implement policies and procedures • Regularly attend work and arrive punctually for designated work schedule • Skill in clearly communicating and understanding information in English, both orally and in writing. • Skill in proficiently utilizing a computer & software including Word, PowerPoint, Excel, and other accounting/purchasing software applications. • Provide good customer service; maintain confidentiality; perform market research and analysis; negotiate contracts. • Work during an undeclared or declared emergency as needed by the Department Director.

DESIRED EXPERIENCE AND TRAINING • A Certified Professional Public Buyer (CPPB) is required; A Certified Public Professional Officer (CPPO) or a Certified Professional Contracts Manager (CPCM) is . • A Bachelor’s Degree from an accredited college or university in Public or Business Administration or a closely related field plus a minimum of five (5) years of progressive public procurement experience and contract development is . • A minimum of three (3) years of verifiable experience with soliciting and contracting complex procurements, to include but not limited to: construction services (capital improvement projects, both horizontal and vertical construction), professional consultant services to include architect and engineering services and grant-funded projects, including federally funded commodities and services • Three (3) years of experience in a supervisory or managerial capacity of public procurement functions.

PHYSICAL REQUIREMENTS Tasks involve the ability to exert light physical effort in sedentary to light work, but may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds).

ENVIRONMENTAL REQUIREMENTS Work is performed in usual office conditions with rare exposure to disagreeable environmental factors.

Disclaimer - The above information on this description is intended to indicate the general nature and level of work performed by employees within this classification. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this classification.

Oral Interviews – Date and time to be determined (by invitation only)

Submit application: Online: https://selfservice.nlauderdale.org/MSS/employmentopportunities/ or City of North Lauderdale - Human Resources Department 701 S.W. 71st Ave., North Lauderdale, FL 33068 Fax:(954)724-6975 I E-Mail: cmerchant@nlauderdale.org I Website: www.nlauderdale.org In-House applicants interested in applying for this position, must submit a memo and resume or updated application of employment to the Human Resources Department through your Department Head. The memo must provide a written explanation of eligibility and how you meet the minimum job requirements. You must indicate that you have read the job posting and meet the requirements for the position you are applying for. You must submit these documents to your Department Head directly. Human Resources will return incomplete documents.