Sourcing & Contracting Manager

FLSA STATUS: EXEMPT

Position Information This is an Open Competitive recruitment to create an eligibility list for one current opening. Successful candidates are expected to work eight (8) hours a day, five (5) days a week, and twelve (12) months a year, in a management position. Candidates must submit proof of all required documents to be considered for the recruitment process. Duration of eligibility list Successful candidates will be placed on the eligibility list that will remain valid for six months from the date of approval by the Personnel Commission.

GENERAL PURPOSE

Under general direction, manages, integrates and directs the activities of the Procurement Section; reviews and monitors District purchases to ensure compliance with applicable laws, codes and policies; coordinates, manages and conducts the sourcing and contracting processes; establishes and maintains positive supplier relationships; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS

An incumbent in this class manages and integrates the activities and operations of the Procurement Section, ensuring that goods and services purchased by the District meet District quality, cost and delivery standards while complying with applicable laws, rules, codes, regulations, policies and procedures. An incumbent is responsible for managing large or complex bids, contracts and purchases, act as an expert resource in matters pertaining to procurement for procurement staff and District administrators, and for ensuring that suppliers consistently meet or exceed District customer needs and expectations. The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

1. Plans, organizes, controls, integrates and evaluates the work of the Procurement Section; with subordinates, develops, implements and monitors work plans to achieve the unit's mission, goals and performance measures; directs the development of and monitors performance against the unit's budget; manages and directs the development, implementation and evaluation of work programs, plans, processes, systems and procedures to achieve District and department goals, objectives and performance measures consistent with the District's quality and customer service expectations.
2. Plans, organizes, directs and evaluates the performance of assigned staff; establishes performance requirements and personal development targets; regularly monitors performance and provides coaching for performance improvement and development; takes disciplinary action, up to and including termination, to address performance deficiencies, in accordance with federal, state and local laws and regulations, District human resources policies and labor contract agreements.
3. Provides leadership and works with staff to develop and retain highly competent, service-oriented staff through selection, compensation, training and day-to-day management practices that support the District's mission, objectives and service expectations; provides leadership and participates in programs and activities that promote workplace diversity and a positive employee relations environment.
4. Plans, manages, directs and participates in procurement activities and operations; manages, directs and monitors processing of purchase orders and procurement–related contractual agreements; reviews and monitors District purchases to ensure compliance with applicable laws, codes and policies; delegates and monitors buying and warehouse commodities assignments; performs complex and technical purchases of services, materials, equipment and supplies; reviews requisitions and determines proper sources of supply; within level of authority, reviews and approves purchase orders; authorizes emergency pickup orders for expenditures within established guidelines.
5. Coordinates, manages and conducts the bid and quotation processes; confers with appropriate administrators or department heads to determine bid specifications; in compliance with relevant laws, regulations, codes and policies, constructs formal bid contracts, which include highly technical bid specifications and complex, specialized and legal terminology; conducts and manages bid opening process; handles and resolves bid inquiries and discrepancies; analyzes and evaluates bids by performing mathematical computations and applying weighted ratings; creates or directs creation of bid analysis spreadsheet; in accordance with applicable laws, policies and procedures, awards or recommends awarding of contracts; oversees request for quote process via e-commerce system, fax and phone.
6. Provides necessary authorizations, expertise, guidance and assistance to staff, senior management and other District personnel in identifying products and suppliers, and other procurement-related matters; within scope of authority, evaluates specialized and technical information and data and provides decisions and recommendations; confers with school administrators, project directors, department heads and committees in selecting items to be stocked in warehouse; directs research and distribution of information on market trends and price and commodity changes; collaborates with Logistics Manager to identify and resolve inventory, purchase order and delivery issues; provides technical expertise and guidance on large purchase requests and other matters to District schools and departments; receives, responds to, investigates and resolves staff, vendor, customer or other procurement-related inquiries, concerns, complaints and problems, including invoice discrepancies, vendor relations, customer delivery requirements and level‑of‑service issues, or non‑compliance with procurement policies, practices and procedures; interprets and explains applicable laws, regulations, codes, policies and procedures.
7. Establishes, develops and maintains positive supplier relationships; identifies, investigates, secures and monitors new supply sources; interviews vendors regarding new or improved products, trade practices and methods; monitors warehouse inventory and identifies and resolves issues to ensure availability and continuity of supplies; performs product research, testing and evaluation to determine best buy for price and satisfaction of purchase specifications; as necessary; researches, handles and resolves issues with vendors regarding delivery, product quality and quantity, and cost discrepancies; monitors District and vendor compliance with applicable contracts.
8. Performs administrative functions related to areas of responsibility; organizes, directs and monitors the development and maintenance of records, files, lists, forms and other documentation, including current and complete bidder lists and vendor files; as assigned, writes, compiles, develops, edits, revises, produces and provides or manages and directs production of necessary reports and information regarding purchase orders, award of bids and contracts to designated sources, evaluates and monitors automated system reports and data to ensure that accurate and complete information is being generated and identifies and resolves issues; as assigned, completes and follows up on special projects; within established policies and procedures.
9. Keeps abreast of government legislation affecting purchasing procedures, market industry and commodity prices and practices; monitors trends impacting District purchases.
10. May replace the Director of Procurement & Logistics during their absence.

MINIMUM QUALIFICATIONS

Knowledge of:

1. Principles, practices, rules, regulations and legal issues related to public sector procurement, including competitive bidding procedures, strategic sourcing, negotiations and contract management.
2. Sources and types of products, commodities and services used by a school district.
3. Federal and state laws, codes and regulations and District policies and practices pertinent to areas of responsibility.
4. District personnel policies and labor agreements.
5. Principles and practices of sound business communication.
6. Principles and practices of public administration, including budgeting and maintenance of public records.
7. Principles and practices of effective management and supervision.
8. Principles and practices of drafting and administering complex purchase contracts and enforcing contract provisions.
9. Methods of conducting products and vendor research.
10. Principles and application of continuous improvement techniques.
11. Principles and application of supplier consolidation.
12. Principles of relationship and team building.
13. Principles of strategic planning.
14. Principles and practices of project management.
15. Principles and practices of implementing a client‑focused service approach.
16. ERP systems and eProcurement tools and solutions.

Ability to:

1. Plan, organize, manage and integrate the activities of a large procurement operation to meet District business and operating objectives.
2. Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
3. Analyze and evaluate bid proposals, purchase requisitions, specifications and other purchasing‑related documents.
4. Negotiate pricing, delivery and various terms and conditions in the best interests of the District.
5. Efficiently conduct vendor and product research.
6. Draft concise, comprehensive bid specifications and contract agreements for highly technical products and services.
7. Communicate effectively both orally and in writing.
8. Understand, interpret, apply and explain applicable laws, codes and ordinances.
9. Prepare clear, concise and comprehensive reports and written materials.
10. Present proposals, recommendations and technical information clearly, logically and persuasively.
11. Develop, negotiate and monitor contract agreements in the best interest of the District.
12. Organize, set priorities and exercise sound independent judgment within areas of responsibility.
13. Establish and maintain effective working relationships with those encountered in the course of work.
14. Use tact and diplomacy in dealing with sensitive situations and concerned people and customers.
15. Operate a computer and standard business software.
16. Demonstrate material cost reductions year after year.
17. Demonstrated application of process simplification and analysis for improvement.

Education, Training, and Experience

1. Graduation from a four‑year college or university with a major in business administration, public administration, finance, operations management or a closely related field, from an accredited post‑secondary institution;
2. And at least five (5) years of progressively responsible procurement, strategic sourcing, or contract management experience, including at least one (1) year of which was in a supervisory or management capacity.

Licenses; Certificates; Special Requirements Certification as a Certified Purchasing Manager is preferred.

PHYSICAL AND MENTAL DEMANDS

The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out essential job functions. Lift, carry, push, pull, bend, twist, stoop, kneel, walk, run, and crawl. Perform light physical exertion. Lift 25 pounds. Carry 15 pounds. Reach in all directions. Stand, sit, and walk for extended periods of time. Work at a desk, conference table, warehouse, or in meetings of various configurations. Read, interpret, and apply rules, regulations, policies, and procedures. Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depend, in part, on the specific requirements for the job, the limitations related to disability and the ability of the selection authority to accommodate the limitation. Examination Information After the evaluation of minimum qualifications, examination parts for this recruitment may include but are not limited to the following: scored supplemental questionnaire, written exam, performance exam, oral appraisal interview, physical ability test, oral presentation, project assignment, etc. The Personnel Commission reserves the right to change, alter, cancel, add or modify examination parts, as well as weights and dates. #J-18808-Ljbffr Montebello Unified School District