Procurement Manager

Procurement Manager

The purpose of this position is to provide highly responsible technical and management work in directing and administering the County's centralized purchasing and contracts program. This position works effectively with Elected Officials, County Management, and Department-level Fiscal Services Staff in areas including (but not limited to): Facilities, Public Works, Information Technology, Health & Community Services, and Sheriff's Office.

Supervisory responsibilities include regularly assigning work to other employees and supervising related activities. Provides recommendations on hiring employees; scheduling work hours of employees; evaluating employee performance; handling employee grievances and promotions. Makes final decisions on employee training; granting time off; employee coaching and counseling.

Essential duties and responsibilities include administering Gila County's centralized procurement program by ensuring compliance with applicable Federal and State laws, County Ordinances, Board of Supervisors policies, and County procurement procedures while promoting fair, ethical, and cost-effective purchasing practices. Plans, develops, and manages competitive procurement processes including Invitations for Bids (IFBs), Requests for Proposals (RFPs), Requests for Qualifications (RFQs), Statements of Qualifications (SOQs), and other solicitations; prepares bid documents, legal advertisements, procurement schedules, and award recommendations.

Develops, negotiates, and administers contracts and procurement agreements, including contracts, intergovernmental agreements (IGAs), memoranda of understanding (MOUs), construction and professional services agreements; maintains contract records, procurement documentation, Board agenda items, and related contract administration activities. Provides procurement leadership and technical guidance to County departments by assisting with procurement planning, specifications, sourcing strategies, contract development, procurement methods, and interpretation of procurement laws and policies while coordinating with the County Attorney's Office and other stakeholders as needed.

Leads strategic sourcing and contract management initiatives by researching market conditions, analyzing historical purchasing data, negotiating pricing and contract terms, identifying process improvements, establishing performance measures, and developing cost-effective acquisition strategies for commodities, services, and construction projects. Coordinates procurement communications and vendor relations by responding to vendor inquiries, facilitating solicitation processes, issuing notices of award and non-award, managing vendor protests and dispute resolution, and collaborating with contractors, consultants, public agencies, and County departments throughout the procurement lifecycle.

Monitors procurement program performance and continuous improvement by evaluating procurement methods, recommending policy and procedural enhancements, safeguarding confidential information, identifying operational risks and acquisition challenges, and implementing innovative solutions that improve efficiency, compliance, and service delivery. Ensures compliance with federal grant procurement requirements by identifying and applying applicable federal regulations (2 CFR Part 200) to grant-funded procurements including required contract provisions, cost principles, and records retention requirements. Evaluates and administers cooperative and intergovernmental purchasing agreements (e.g., State of Arizona SPO contracts and other public agency cooperative agreement(s) to support cost-effective and compliant procurement methods. Responds to and coordinates procurement-related Public Records Requests, including records, compilation, review, and coordination with the County Attorney's Office as needed.

Provides training to various County personnel in purchasing policies and procedures. Maintains documentation for training/educating prospective vendors on the OpenGov procurement portal. Collaborates with Deputy Director – Finance to ensure continuous education/training for high-volume departments. Attends procurement-related training, conferences, and professional development opportunities (e.g., NIGP (National Institute for Governmental Procurement), GFOA (Government Finance Officers Association)) to maintain professional certifications and remain current on public procurement best practices.

Prepares, tracks and reports lease agreements including SBITA (Software Based IT Agreements) for GASB compliance. Provides information and reporting to assist in the preparation of the annual financial statements and annual audit. Collaborates effectively with County Attorney's office to incorporate best-practice, statutory requirements, and other updates to templates and forms used in the Procurement Process.

Minimum education required is a Bachelor's Degree in Accounting, Public or Business Administration or a related field; or equivalent combination of education, training and experience. Minimum years of directly related experience required is five (5) years significant experience in public government procurement; or any equivalent combination of experience, training and education. Accreditation as a Certified Purchasing Manager (CPM), and/or Certified Public Procurement Officer (CPPO), or Certified Public Procurement Buyer (CPPB) is preferred. Must possess and maintain a valid Driver's License.

Extensive knowledge of governmental practices, purchasing and contracting, including considerable knowledge of local, State and Federal government laws, regulations, Statutes, and ordinances. Knowledge of accounting principles as they relate to procurement and the maintenance of purchasing records, government expenditure of public funds, ability to exercise independent judgment and discretion in establishing, applying, and interpreting policies and procedures. Ability to establish and maintain effective working relationships with County officials, employees, vendors and other purchasing professionals. Ability to develop/formulate short and long range goals, objectives and solutions pertaining to County programs/projects and recommend a course of action.

Active listening, ability to manage workload between purchasing staff, communicating diplomatically, customer service, problem recognition, problem solving, time management, typing and data entry.

Read and write at a professional level, express one's self orally, recognize problems and make sense of multiple information. Ability to understand and analyze accounting and purchasing information and records; accurately perform a variety of clerical purchasing functions; ensure compliance with purchasing regulations, standards and policies; maintain purchasing documentation and records; communicate effectively and follow oral/written instructions.

Regularly sits to complete report; regularly sits to operate computers; regularly sits to attend to other duties. Routinely lifts under 10 lbs. of work related materials or equipment; rarely lifts up to 25 lbs. Regularly requires dexterity for keyboard operation. Occasionally stands to present.

Incumbents in this position perform work in an office environment where the physical demands require sitting for extended periods of time; may work under stress of deadlines. Incumbants in this position are generally not exposed to safety risk. Occasionally, may be exposed to telephone or in-person verbal abuse by customers, general public, or individuals with high level of emotional distress. Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department. Potential errors can result in unfavorable public perceptions and legal ramifications.