Description

SCOPE: The Procurement Manager is responsible for assisting in the day-to-day management of vendor contracts and procurement activities to ensure efficient, compliant, and high-quality acquisition of goods and services. This area of work involves coordination of procurement activities, contract certification, contract and legislative compliance, management of procurement schedules, as well as administrative staff.  The position reports directly to the Procurement Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required.

·     Work under the guidance of the Procurement Director, as well as established procedures, and Federal, State, and local statutory requirements to timely and accurately procure materials, supplies, equipment, and contractual services for the Authority in compliance with all regulations.

·    Lead public solicitations, requests for proposals, invitations to bid, requests for qualifications, requests for quotes, intergovernmental agreements, and cooperative purchasing agreements, including:

·      Preparation of ancillary materials in conjunction with competitive solicitations including, but not limited to, advertising, vendor communications, required forms, and other necessary documents ensuring accuracy, transparency, and quality throughout the process. Cost analysis and scoring of evaluation criteria associated with requests for proposals and qualifications to ensure procurement decisions deliver the best value while maintaining regulatory compliance.

·        Summarizing and tabulation of received bids with recommendations for awards to appropriate staff.

·        Develop and implement strategic plan to improve and increase CMHA’s vendor outreach to obtain new, qualified vendors for critical services, to promote inclusivity, encourage competition, and strengthen supplier relationships.

·        Demonstrate professionalism, integrity, and accountability in administering procurement activities and maintaining ethical procurement practices.

·        Maintain current procurement and contract files and/or database.

·        Communicate with vendors/contractors including pre-proposal conferences, pre-bid openings, and walk-throughs, as well as any external events that affect procurement activities. 

·       Analyze the requested procurement project and proactively come up with recommendations on the procurement methods and identify alternative solutions as applicable to the User Departments.

·        Responsible for monitoring bid/proposal due dates, as well as contract expiration dates to ensure timely execution and continuity of services. Prepare and/or negotiate contract prices, terms and conditions to secure quality goods and services while maximizing value for the Authority.

·        Monitor contractor performance to ensure services meet established quality standards and deliver expected value.

·      Responsible for tracking procurement-related activities and for creating and periodically distributing critical procurement reports and KPIs for operational, planning, and continuous improvement.

·        Take ownership and management of the Invoice dispute resolution process.

·        Develop and maintain community-based programs promoting CMHA’s MBE, WBE, and Section 3 Programs ensuring equitable procurement opportunities and compliance with program requirements.   

·        Attend external events to promote CMHA and to recruit new vendors.  Regularly develop, review, and update all relevant SOPs, Procurement Policy, and forms; Track and provide reports on billable time.

·   Provide guidance to internal departments regarding procurement methods, compliance requirements, and alternative procurement solutions to support operational needs.

·     Manage Procurement on-boarding presentations, including a summary of Procurement functions and responsibilities.

·        Coach and Develop Direct Report.

·        Plan, schedule, promote, present, and host How To Do Business with CMHA events.

·        Perform additional duties as assigned.

Requirements

QUALIFICATIONS:   To perform this job successfully, an individual must be able to perform each competency satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required.

DESIRED QUALIFICATIONS:

• Working knowledge of governmental purchasing principles and practices (specifically 2CFR200 and HUD Handbook 7460.8 Rev. 2), and federal/state (Ohio)/local regulatory compliance relative to procurement practices. 
• Ability to communicate effectively both orally and in writing.
• Regularly review, develop, and update procurement standard operating procedures (SOPs), forms, and internal processes, demonstrating initiative and creativity in improving procurement efficiency and effectiveness.
•  Prepare procurement reports, correspondence, and documentation that reflect accuracy, clarity, and professionalism.
• Demonstrated ability to think strategically and align procurement activities with organizational goals and long-term operational needs.
• Exceptional organizational and time-management skills with the ability to manage multiple procurement activities simultaneously while maintaining accuracy and compliance with applicable policies, regulations, and deadlines.
• Strong analytical, proactive problem solving, and organizational skills with attention to accuracy, quality, and timeliness.
• Ability to demonstrate initiative, creativity, and sound judgment in addressing procurement challenges and improving processes.  
• Demonstrates initiative, creativity, and sound judgment when addressing procurement challenges and identifying opportunities to improve processes and operational efficiency.
• Ability to establish and maintain effective, collaborative working relationships with internal staff, external partners, and vendors.
• Advanced computer skills in Microsoft software programs.

EDUCATION/EXPERIENCE/CERTIFICATIONS:

• Bachelor’s degree required. 
• Minimum six (6) years of procurement experience and contract compliance within a regulated industry, governmental agency, or public sector agency, with a minimum of two (2) years of governmental procurement experience.
• Demonstrated experience providing leadership in procurement operations, including supervising staff, overseeing solicitations and contracts, and ensuring compliance with applicable regulations.
• Experience in project management, scheduling, and vendor management.
• Other equivalent combinations of degrees and/or experience will be considered.

OTHER: The incumbent must possess and maintain a valid driver's license in state of residence and maintain an insurable driving record under the terms and conditions of the CMHA auto liability policy.  The incumbent may have no more than 6 accumulated points in 3 consecutive years.

Equal Opportunity Employer/Equal Housing Opportunities