Senior Manager, Contracts & Procurement

Working Title Senior Manager, Contracts & Procurement Job Title Senior Manager, Contract & Compliance Purpose of Position The Senior Manager, Contracts & Procurement, will perform highly complex work for the procurement of major capital construction projects, professional services, materials, and equipment (Rolling Stock). In addition, this position will supervise a team of buyers and contract compliance administrators who will perform activities related to the procurement of supplies, equipment, goods and services and more complex procurements and other related compliance activities. The Senior Manager, Contracts & Procurement will drive departmental process improvement, including the development and monitoring of Key Performance Indicators (KPIs). Responsibilities include leading the implementation of a Contract Lifecycle Management (CLM) system, overseeing document management (including solicitation and contract templates, and forms), other documents, and Standard Operating Procedures (SOP) as applicable. Distinguishing Characteristics This job description is not part of a job series. Supervision Exercised and Received Receives from supervision director or executive level management Responsible for supervising and monitoring performance for a regular group of employees or department Essential Duties And Responsibilities Identify and implement process improvements that strengthen and streamline the procurement cycle while considering impacts to, Finance, Materials Management, and Project Management. Responsible for the creation and maintenance of templates for solicitations, contracts, forms, and other required documents. Play a key role in the development, implementation, and maintenance of departmental Standard Operating Procedures (SOP’s). Lead the implementation of the Contract Lifecycle Management (CLM) system and serve as system administrator for ongoing maintenance and support. Develop and present training sessions for agency staff, industry and other organizations on purchasing related procedures and policies. Participate in contract file audits and conduct quality control reviews of purchasing activities to ensure compliance and conformity checks with established standards. Organize, direct and lead negotiating teams in evaluating and negotiating contracts and process change orders (when applicable). Act as subject matter expert, providing answers to contractors’ questions regarding contractual compliance. Assist team in preparing complex contract amendments, revisions, terminations and closeouts. Review recommendations of awards and other documents prior to routing an item for approval. Collaborate with departmental staff and cross-functional stakeholders to achieve organizational objectives. Oversee and participate in professional group meetings; stay abreast of new trends and innovations. Monitor, evaluate, and develop staff to optimize department resources, ensuring objectives and expectations are met. Enforce county, state and federal regulations, laws and ordinances, and recommend corrective actions in cases of non-compliance. Conduct thorough offboarding for departing staff to ensure a smooth, complete transition of in-progress work to remaining staff. The responsibilities outlined above are representative of the role but not exhaustive. Additional duties may be assigned as needed, and reasonable accommodations will be provided to qualified individuals with disabilities in accordance with applicable laws. Minimum Requirements To Perform Essential Job Functions Education and Experience Bachelor’s Degree in Public Administration, Business, or related field. A minimum of seven (7) years of experience performing professional buyer and contract administration and compliance work, A minimum of three (3) years at senior level leading or supervising subordinate staff performing buying or contract administration work. A combination of training, with a minimum of an Associate Degree and/or experience that provides the required knowledge, skills and abilities, may be considered when determining minimum qualifications. Advanced relevant coursework may also substitute for a portion of the required experience. Preferred Qualifications Certification as a Public Purchasing Officer Public Transportation or Railroad Industry experience Effectively delegates and utilizes soft skills to manage and develop employees Business Process Improvement experience Five (5) years of managing a Procurement/Sourcing/Commodities/Buying team Knowledge, Skills, And Abilities Knowledge of: Public procurement and contracting principles, including solicitation preparation, contract negotiation, contract law and finance, California and Federal laws applicable to contracts by public agencies, and familiarity with the Federal Acquisition Regulations and/or Federal Transportation Administration Circular 4220.1G. Generally Accepted Accounting Principles (GAAP), budgetary concepts, and procedures. Public works statutory requirements. Skilled in: Critical thinking and problem solving Strong and effective leadership, team building, communication, delegation, and time management Microsoft Office Suite, Word, Excel, PowerPoint Ability to: Comprehend and draft complex contracts and terms and conditions. Handle highly confidential information. Simultaneously balance multiple initiatives and driving initiatives to successful completion Evaluate contract proposals and prices files to assist staff when needed. Prepare comprehensive reports, contracts, specifications, procedures, correspondence, RFP’s and IFB’s. Establish and maintain effective working relationships.Respond to emails and meet deliverables with minimum supervision. Make professional presentations to the Board of Directors. Physical Requirements Transition between a stationary position at a desk or work location and move… Operate tools to perform the duties of the position, such as computers, office equipment, and work-related machinery Transport equipment or boxes up to 25 lbs. Exchange ideas by means of communication Visual acuity to detect, identify, and observe employees or train movement and any barriers to movement when working on or near railroad tracks Hear and perceive the nature of sounds when working on or near railroad tracks Balance, ascend/descend, climb, kneel, stoop, bend, crouch, or crawl within assigned working conditions and or locations Working Conditions Position requires work in a normal office environment with little exposure to excessive noise, dust, or temperature. Work may also be conducted in outdoor environments, at construction sites, Railroad Track and Right-of-Way environments, and warehouse environments, with possible exposure to individuals who are hostile or irate, moving mechanical parts, and loud noises (85+ decibels, such as heavy trucks, construction, etc.) Supplemental Information Following a review of resumes and/or applications, the most highly qualified candidates will be invited to continue in the selection process. Eligible applicants will be notified of the exact time and place of assessments and interview. Candidates will be interviewed to determine their relative knowledge, skills and ability in job related areas. Offers of employment may be contingent upon successful completion of a reference check, including degree verification and criminal records check provided through SCRRA. Internal Candidates: Employees with active discipline as defined in the HR Policy No. 5.3 Positive Discipline Program and/or with performance that does not meet the standard for "meets expectations" as defined in the Performance Planning and Appraisal Process may be precluded from consideration and placement in the position. In compliance with the Americans with Disabilities Act, the SCRRA will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. The SCRRA is an Equal Opportunity Employer. EEO/ADA #J-18808-Ljbffr