Department Contracts & Procurement Manager

J  o  b    D  e  s  c  r  i  p  t  i  o  n

Job Information

Title:

Department Contracts & Procurement Manager

Market Range:

MR20

Approved Date:

4/16/2024 5:02:34 PM

FLSA:

Exempt

EEO Code:

PROFESSIONALS

Career Level:

M2

Career Level Description:

Management Level 2

Job Code:

100196

Job Family:

Fiscal and Business Management

Sub Family:

Procurement

Primary Purpose

Provide oversight of contracts management (development and monitoring), procurement administration (purchasing and accounts payable), and related quality assurance for Health and Human Services (HHS) to ensure the effective use of the department's resources to support departmental priorities, goals, objectives, service delivery, and costs.

•

Administration of all HHS contracts activities, such as Request for Proposals (RFP), Request for Quotes (RFQ), contract development, oversight, monitoring, and management. This will include performing detailed preliminary and/or final review of contracts for services, purchases, and construction, to ensure contracts are in the best interest of the County and HHS and fulfill the purpose for which they are designed and recommending contracting procedures to meet County needs. Restructure the current Contracts Unit by creating teams independently dedicated to contracts management and quality assurance / monitoring to align with best practices and implementing process improvements and procedures. Track expenditures and revenues related to contracts and communicate with programs as needed to ensure that contract language and funding are aligned.

1

35%

•

Administration of all HHS procurement activities related to accounts payable and purchasing functions, such as supervising staff and/or participating in the processing and approval of department Requisition Request (RQS) requests, vendor invoices, foster care and trust fund payments, and HHS Procurement card program.

2

25%

•

Provide direct staff supervision to and responsibility for the day-to-day management and professional development for four staff and oversight of two teams performing the HHS contract management and procurement administration functions totaling eleven staff, including regular team meetings and one-on-one check-ins, conducting performance evaluations, and coordinating training. Guide, review, and manage day-to-day staff activities to ensure professional, courteous, and prompt service to department leadership, division staff, vendors, and contractors; approve applicable external reports, monitor service quality and compliance with applicable regulations, standards, policies and/or business requirements; identify and implement process improvements.

3

15%

•

Ensure that all federal law, state statutes, and local policies are adhered to for all HHS contractual and procurement activities, including developing policy and procedure recommendations for continuous improvement of procurement and contracting processes. Identify and research trends and brief senior management on emerging issues and assist department management in mitigating contractual and procurement risks. Evaluate current business processes, develop ideas, and implement innovations for recommended process improvements to ensure efficiencies, adequate internal controls and optimal contractual accountability.

4

10%

•

Provide guidance and assistance to department staff on a broad variety of procurement and contractual topics. Collaborate with HHS staff, including the HHS Legislative staff, Finance staff, and the County Attorney Office to continuously improve the procurement and contracting processes.

5

10%

•

Create training materials and develop and conduct training programs for internal (HHS) staff responsible for contract administration and management and procurement management functions, and external partners on contract requirements and expectations. Regularly engage and build mutually beneficial relationships with internal and external partners.

6

5%

Position(s) may perform other duties in addition to the above as assigned by management.

*IMPORTANT* In the event of an emergency, as determined by the County Manager or designee, participation in preparedness and response operations should be expected. Employee may be required to fill a temporary assignment in a role different from standard duties, work hours and/or work location in preparation for, during and after the emergency. Employee may also be required to participate in relevant exercises and regular preparedness training.

Career Level Dimensions

Career Level:

M2

Career Level Description:

Management Level 2

•

Fully accountable for implementing operational plans for a Work Group with measurable contribution on Division results.

•

May have budget accountability.

•

Responsible for making moderate improvements of processes, systems or standards to enhance performance of the Work Group.

•

Supports and utilizes the innovations of others to improve on solutions, approaches and technologies.

•

Communicates within and outside the Work Group, and may communicate with other parties within the Division.

•

Sometimes requires ability to influence others outside of own job area on policies, practices and procedures.

•

Manages professionals. Leads, directs and reviews the work of team members in order to accomplish operational plans and results.

•

Has hiring, firing, promotion, performance and reward authority for direct reports.

•

Requires practical knowledge in leading and managing the execution of processes, projects and tactics within one job area. Typically has advanced knowledge and skills within a specific technical or professional discipline with understanding of the impact of work on other areas of the organization.

Qualifications

•

Bachelor's degree in Business Administration, Public Administration, Finance, Accounting or related field

•

Five years of experience in finance, budgeting, policy or management analysis, including one year of supervisory experience

•

Equivalent education and experience are accepted

•

3 Years

Government contract administration and management, finance, accounting and/or purchasing experience.

And

•

3 Years

Experience supervising staff. Experience in contract administration and procurement management.

And

•

1 Year

Knowledge of General Accepted Accounting Principles.

•

Certified Professional Contracts Manager

•

Ability to demonstrate initiative and independent judgment in analyzing data, dealing effectively with ambiguity, recognizing trends, identifying approaches, and offering a variety of options and solutions to solve problems.

•

Excellent communication and customer service skills with the ability to cooperatively resolve end user issues quickly and accurately, while building and maintaining positive work relationships with internal personnel and external contacts.

•

Excellent oral/written communication and presentation skills to senior leadership, along with a proven ability to build relationships.

•

Supervision skills with ability to motivate, provide guidance and professional support to staff, offer regular feedback, hold staff accountable, and serve as a mentor.

•

Experience managing, monitoring, and developing contracts and procurement processes in automated business technology system(s).

•

Ability to research and analyze federal, state, and local laws affecting the local government, including using this knowledge to exercise significant judgment and discretion in developing, implementing, and interpreting policies and procedures.

•

Ability to identify issues and potential impact, develop and analyze outcomes to determine and recommend effective and timely solutions; and involving others as needed in the decision-making processes.

•

Utilize quality improvement tools and processes in accomplishing work activities and in support of the agency’s mission and goals; this includes seeking opportunities to participate in process improvement activities and seeking out efficiencies in how work is accomplished.

•

Knowledge of procurement and fiscal best practices.

•

An individual must be able to perform each essential duty satisfactorily to perform this job successfully. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

Attention to Detail

Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently.

Communication

Creates an atmosphere in which timely and high-quality information flows smoothly up and down, inside and outside of the organization; encourages open expression of ideas and opinions.

Consulting

Applies knowledge of policies and procedures in the area of work to advise others across the organization on critical issues.

Enforcing Laws, Rules & Regulations

Enforces governmental laws, rules, and regulations, and initiates enforcement actions in a way that the public perceives as fair, objective, and reasonable.

Interpersonal Skills

Treats others with courtesy, sensitivity, and respect.  Considers and responds appropriately to the needs and feelings of different people in different situations.  Perceives, assesses, and positively influences one's own and other individuals’ emotions.

Results Orientation

Demonstrates concern for achieving or surpassing results against an internal or external standard of excellence. Shows a passion for improving the delivery of services with a commitment to continuous improvement.

Coaching & Mentoring

Works to improve and reinforce performance of others. Facilitates their skill development by providing clear, behaviorally specific performance feedback, and making or eliciting specific suggestions for improvement in a manner that builds confidence and maintains self-esteem.

Fiscal Accountability

Follows fiscal guidelines, regulations, principles, and standards when committing fiscal resources or processing financial transactions. Understands the organization's financial processes.  Prepares, justifies, and administers the program or project budget. Oversees procurement and contracting to achieve desired results. Monitors expenditures and uses cost-benefit thinking to set priorities. 

Team Leadership

Willingly cooperates and works collaboratively toward solutions that generally benefit all involved parties; works cooperatively with others to accomplish organizational objectives. Manages staff in ways that improve their ability to succeed on the job.

Strategic Vision

Sees the big, long-range picture and leads others accordingly.

Integrity

Act with honesty, transparency and respect in our interactions with co-workers and those we serve. Adhere, without exception, to laws, policies, procedures and professional standards.

Accountability

Establish high-quality standards for work. Add value. Measure results and hold self and others accountable for making progress toward desired outcomes. Take a logical and data-driven approach to decision-making.

Diversity

Believe that different backgrounds and experiences strengthen the organization and produce better results. Value inclusion across race, gender, age, religion, identity and experience, and strive to reflect in our workforce the diversity of our community.

Collaboration

Foster a work culture in which different ideas and opinions are encouraged and expected. Listen carefully and speak thoughtfully. Work together toward shared goals with mutual respect and cooperation.

Continuous Improvement

Continuously improve work processes and products. Provide a safe environment to be innovative and creative and try new things. When things don't go as planned, use it as an opportunity to learn, regroup and begin again. Provide time and resources for individuals to grow and develop both personally and professionally.

Wellness

Take proactive steps to be physically fit and healthy, emotionally strong, financially secure and socially fulfilled, while inspiring and empowering others to do the same.

Service Orientation

Commit to making a difference within the community. Actively engage in and enjoy our work. Deliver services that exceed expectations, with courtesy, politeness and sensitivity to the experiences, concerns and feelings of all co-workers and customers.

ADA Checklist

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Standard ADA Selection:

Office Environment

Standing

X

Walking

X

Sitting

X

Lifting/Carrying 0-10 pounds

X

Lifting/Carrying 10-20 pounds

X

Lifting/Carrying 20-50 pounds

X

Lifting/Carrying 50-100 pounds

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Fingering

X

Feeling

X

Talking

X

Hearing

X

Visual Perception

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Memorization/Concentration

X

Learning/Knowledge Retention

X

Preparing/Analyzing Numerical Figures

X

Use of Interfaced Commmunication Devices (Phone, Computer, Radio etc.)

X

Analyzing/Examining/Testing Data

X

Emotional/Behavioral Self-Regulation

X

Interacting with Others

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Understand complex problems and collaborate to explore alternative solutions

Organization

Organize and prioritize the work schedules of others to manage multiple tasks and/or projects

Decision Making

Make decisions that have significant impact on a department's credibility, operations and/or services

Communication

Communicate in-depth information for the purpose of interpreting and/or negotiating

Extreme cold

X

Extreme heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Computers/Monitors

X