About the Department

General Description

The purpose of this job within the organization is to direct the daily operations of the City’s centralized Procurement Office procurement activities.  This job works under administrative supervision, developmenting and implementing programs within organizational policies and reports major activites to executive level administrators through conferences and reports.  

Position Duties

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this job.  Management may assign additional functions related to the type of work of the job as necessary.

 

Essential Functions:

Managing procurement of goods and services by determining methods of procurement for the entire City.

 

Execute contracts, purchase and change orders, contract modifications and negotiations.

Prepares Invitation for Bids to include Construction Bids, Request for Proposals and Informal Solicitations. To include conducting pre-bid, pre-proposal meetings and vendor debriefings.

Develops and interprets policies and procedures and ensures adherence.

Directs the preparation and issuance of purchase orders to include emergency purchases/contracts.

Researches best practices and make professional recommendations.

Leads and/or attends staff meetings and conferences, professional meetings and other events on procurement topics.

Negotiates complex contracts dealing with City purchasing and mediates contractual disputes.

Interacts with vendors to establish City-client relations on City Contract.

 

Additional Duties:

Supervises the transfer, sale, trade or disposal of surplus goods belonging to the City.

Monitors and responds to legislation concerning procurement issues and laws.

Maintains knowledge of the Virginia Public Procurement Act and updates/changes to the City’s Purchasing Policies and Procedures.

Oversees mailroom operations.

Program Manager for the City’s Purchasing Card program.

Performs related work as assigned.

Responsibilities, Requirements and Impacts

People Responsibility:

People include co-workers, workers in other areas or agencies and the general public.

Counsels or instructs/trains others through explanation, demonstration and supervised practice or makes recommendations based on technical expertise.

Communications Requirements:

Reads, journals, manuals and professional publications; speaks informally  to groups of co-workers, staff in other organizational agencies, general public, people in other org

Reads journals, manuals and professional publications; speaks informally to groups of co-workers, staff in other organizational agencies, general public, people in other organizations and presents training; compses original reports, training and other written materials, using proper language, punction, grammar and style.

Complexity of Work:

Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs coordinating work involving guidelines and rules, may involve problem solving; requires continuous, close attention for accurate results or frequent exposure to unusual pressures.

Impact of Errors:

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors serious- affects most units in organization, and may affect citizens.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedimentary work that involves sitting most of the time, but may involve walking or standing for brief periods of time; requires little or no dexterity.

Equipment Usage:

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Handles or uses computers, standard office equipment or work aids involving some latitude for judgment regarding attainment

Unavoidable Hazards:

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None.

Minimum Qualifications

Minimum Education and Experience Requirements:

Requires Bachelor’s Degree in business, contracts, purchasing or closely related field.

Requires four years of professional procurement experience with an emphasis in specialized areas such as construction, transportation related or major projects.

Preferred candidate will have experience working in an automated purchasing environment and strong computer software skills.

Experience in conducting procurements for goods and services to include formulating, awarding and executing contracts, and ensuring compliance with agency, federal, and state procurement regulations, rules and reporting requirements is needed.

The desired candidate will have two years or related experience in constructing buying, or in a construction related industry, and transit related purchasing, preferably in a governmental environment.

An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the position.

Three years supervisory experience.

Special Certifications and Licenses:

• Working knowledge of the Virginia Public Procurement Act is preferred.
• Procurement, legal, strategic sourcing background is preferred.  CPPB, VCCO, VCo or other procurement certifications preferred