Deputy Director of Procurement

Deputy Director Of Procurement And General Services

The Deputy Director of Procurement and General Services is responsible for the day-to-day procurement of goods and services pursuant to any and all legal, policy and procedural requirements and within limits established by the Board of Commissioners which shall include but not be limited to the County of Chester Budget. This position performs the more complex and technical tasks of Invitation to Bid & Request for Proposal preparation and administration and preparing and reviewing product specifications and handle or assist with various contract negotiations, as assigned by the Director. In addition, the position is responsible for general procurement tasks including review of requisitions and/or purchase orders for accuracy, sourcing, soliciting quotations, price analysis, and procurement of goods and services. This position will supervise procurement staff and general services management staff on a daily basis, including the organization, direction, and supervision of the procurement of a wide variety of commodities and services at the discretion and direction of the Director. Work requires frequent contact with vendors and department representatives. This position is responsible for implementing the procurement strategy set by the Director in accordance with all appropriate legal and ethical requirements. This position works with the Finance Team to ensure procurement requests are for items contemplated and approved in the annual budget and long-term capital plan. Duties are performed with considerable independence and independent judgment. The position reports to/is supervised by the Director.

Essential Duties

• Prepare, advertise, and administer Invitations to Bid (ITB), Request for Proposals (RFPs), Request for Qualifications (RFQual) Statements of Interest (SOIs) and Surplus Sales as assigned. Analyze vendors' bids and make recommendations to the Director to award contracts as the result of the public solicitation process. Conduct pre-bid and pre-proposal conferences with prospective bidders/proposers in complex purchases; function as the chairperson of RFP evaluation committees; provide technical expertise concerning contract specifications and preside at bid and proposal openings.
• Review, manage and assist Senior Buyers and other County personnel in the preparation of solicitation documents and contracts at the direction of the Director.
• Review, prepare, compile and/or participate and/or handle negotiation of various contracts.
• Assist in the allocation of requisitions and approval of purchase orders and assigned contracts.
• Ensure execution of departmental objectives and strategic plan; assist in management of priorities; interpret purchasing policy, rules and regulations governing procurement activities, based upon the directive of the Director. This shall include but not be limited to Request for Quotes, Invitations to Bids, Request for Proposals, Statements of Interest and Contracts/Agreements.
• Assist in the administration, management, upgrade and support of ERP System, which currently consists of Oracle Peoplesoft.
• Assist in the training of County department end users in public procurement requirements and/or procurement ERP modules. This shall also include updates to training documents as needed.
• Assist in the review and processing of the contract agenda.
• Assist in the development of agendas and actively lead staff meetings.
• Research and monitor market conditions to make educational recommendations and changes to solicitations and agreements.
• Assist Director with compilation of data needed for reports including but not limited to procurement metrics.
• Participate in Department of Emergency Services exercises and assist with compilation of the department's COOP plan.
• Update process and procedure documents as assigned by the Director.
• Review and approve surplus property disposition forms and provide a copy to the Controller's Office
• Maintain professional liaisons with sales agents and vendors to stay up to date on new products and product specifications. Research market to find new and current contracts and new suppliers of goods and services used by the County. Assist in educating vendors on how to do business with the County.
• Ensure ethical business standards and legal compliance and consistency with County Commissioners' policies and practices.
• Manage and represent the department in the absence of the Procurement & General Services Director.
• Evaluate relevant procurement policies and procedures and recommend changes to reflect new laws and regulations.
• Assist with the development, monitoring, and management of the department annual budget.
• Inform and advise Procurement & General Services Director and executive management of contracts and recommend action for consideration by the Commissioners.
• Work closely with the Office of County Solicitor.
• Represent the department on multiple interdepartmental project teams.
• In the absence of the Director, represent the County regarding cooperative purchases and membership on the Southeastern Pennsylvania Cooperative Purchasing Board.
• Serve as a major resource within the department and outside the department.
• Interact with other Department Heads/Elected Officials regarding procurement needs.
• Provide customer service throughout the County.
• Management of Procurement and General Services staff that includes assisting the Director in the assignment, guidance, and work direction as well as handle and/or assist with the development and training of staff. This includes but is not limited to review of work product, performance evaluations, recommends discipline, implements discipline procedures as directed, mediates, and resolves problems encountered by staff.
• Take the lead on difficult and/or critical high-cost procurement efforts and negotiations.
• Assist in the oversight, support and planning for the Procurement Card program. Handle day-to-day transactions for the p-card program. Train designated procurement staff to assist with administration of the procurement card program and the training of end users.
• Coordinate with staff and ensure timely submission of Right to Know documents.
• Review and approve county purchase orders as need/as directed.
• Perform all other duties, tasks and special projects, as assigned.

Qualifications/Preferred Skills, Knowledge & Experience

• Bachelor's degree from an accredited college or university, or equivalent combination of education and experience.
• Certified Professional Public Buyer (CPPB) or equivalent certifications or the ability to obtain CPPB within three years of hire.
• Eight years of work-related experience.
• Three or more years of procurement experience in a public sector organization with at least $50 million of purchases annually and at least 20 user departments. Purchasing experience must have included contracts, Invitations to Bid and Requests for Proposal. Prefer above notated public procurement experience to be within the Commonwealth of Pennsylvania and to include procurement of goods and services utilizing federal funds
• Thorough knowledge of general law of contracts.
• Extensive contract experience/ability to negotiate contract terms.
• Ability to interface effectively with all levels of County management.
• General understanding of fiscal planning, balance sheets, etc.
• Intermediate to advanced math and accounting knowledge.
• Exceptional verbal and written communication skills to include technical and legal writing capabilities.
• Exceptional organization and time management skills
• Must be accurate, analytical, self-motivated and detail oriented.
• Strong project management and problem-solving skills.
• Advanced skill to use a personal computer and various software packages (Word, Excel, Outlook, Peoplesoft).
• Ability to draft and edit contractual terms and conditions for various public procurement methods for supplies, services, and construction.
• Ability to provide preliminary review of contracts submitted by a provider to assure all terms and conditions are acceptable to the County.
• Ability to work independently and proceed with objectives while also work effectively as part of a team.
• Ability to maintain confidential information and handle confidential matters.
• Ability and willingness to multi-task in a stressful environment, set priorities and meet deadlines.

Additional Information

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy. Computer Skills: To perform this job successfully, an individual should have: Intermediate to Advanced Word skills Intermediate to Advanced Excel skills Intermediate PowerPoint skills Intermediate Microsoft Project skills Basic Outlook skills (Email and Calendar) PeopleSoft Financial skills and/or the ability to learn PeopleSoft Physical Demands: While performing the duties of this position, the employee is frequently required to stand, walk, sit and talk or hear. Occasionally, the employee will need to reach above shoulders and climb stairs. On rare occasions, the employee will need to work with arms above shoulders; bend, twist or rotate at the waist; kneel, stoop, crouch or squat; climb ladders; lift or carry items; and drive a vehicle. There is no special vision requirement for this position. Work Environment: The noise level in the work environment is usually quiet to moderate. Other: This position requires professionalism. Ability to work extended hours, when needed.