Procurement Supervisor

Procurement Supervisor

Section 1 – Position Summary

Under direction of the Procurement Manager, the Procurement Supervisor is responsible for professional work of advanced difficulty preparing, administering, and coordinating contracts that include, but are not limited to, construction, commodity, general supplies and services, maintenance, information technology, and professional services. The Procurement Supervisor is responsible for supervising, reviewing, coordinating, organizing, and ensuring processes are followed for day-to-day procurement and contract administration activities for the Procurement Department. The Procurement Supervisor will develop and write bid proposal packages for competitive requests for bids, requests for qualifications/proposals for professional services. Work involves preparing solicitation and contract documents in a timely manner, managing the solicitation process, negotiating terms and conditions, complete contract executions, and administer contracts including ensuring compliance with contract provisions, pricing, negotiating and writing change orders and delivery orders. Provide support for agreements, including the contract close out at the end of term. Serve as an internal resource to interpret and comply with District policies and applicable laws.

Section 2 – Major Responsibilities

1. Reviews and evaluates the day to day work activities of the Procurement Department.
2. Supervises, instructs, schedules, reviews and evaluates the work activities of assigned staff; makes hiring, dismissal, disciplinary and merit recommendations.
3. Procures or coordinates supplies and services required by various departments in accordance with all applicable federal, state and local laws, policies and procedures. Provides advice, guidance and support on procurement plans to identify specific goals and work plans for projects.
4. Supports and facilitates project planning, scheduling, monitoring, and reporting activities for all projects assigned; develops methods to monitor the progress of the project and provide corrective actions if necessary.
5. Assists staff in coordinating any change requests related to the working project plans to meet pre-determined deadlines.
6. Prepares highly technical and complex specifications, competitive sealed bids, competitive sealed proposals, requests for quotations and requests for statements of qualifications, contracts and solicitation documents, including all related research and value analysis.
7. Works with District departments to develop specifications and determine proper procurement methods.
8. Responsible for auditing all solicitation and contract files for completeness and accurate information. Responsible for remedying files that are deficient.
9. Responsible for providing statistics and reports for the Procurement Department such as, but not limited to project implementation, day to day activities, and cost savings/avoidance.
10. Analyzes, negotiates, and monitors procurement contracts in accordance with established terms and conditions.
11. Assists Procurement Manager with contract negotiations.
12. Analyzes and evaluates requisitions for funding availability, accuracy and specific need; reviews scopes of work or services, researches market availability or appropriate substitutions of requested items, approves pricing methodology; provides cost and price analysis.
13. Solicits bids by coordinating the bid and award process with user departments.
14. Conducts pre-bid, bid openings; document and evaluate vendor responses and prepares and distributes bid tabulations.
15. Reviews submittals, manages the evaluation and negotiation process to support recommended vendor, analyzes proposals and evaluates pricing, works with evaluation committee to recommend selected vendor to management; documents the solicitation and evaluation process, statistics and conclusions.
16. Identifies/sources prospective bidders/proposers; oversees distribution of bid/proposal documents; writes and issues addenda.
17. Plans, prepares, and conducts negotiations or participates on negotiating teams for new work, changes, claims, etc.; writes changes orders, record of negotiations, findings of fact, agreements, and other required documentation.
18. Prepare and write contracts, change orders, and related documentation, obtains required concurrence/approval signatures; may write notice to proceed.
19. Performs contract administration which may require extensive vendor interaction, or otherwise require specific and/or extensive purchasing experience.
20. Maintains contract and insurance files.
21. Ensures compliance with government, commercial and business aspects of work (i.e. wage rates, bond and insurance requirements); in conjunction with internal department requirements, ensures adequacy of insurance coverage and continued coverage throughout the contract performance period.
22. Assists with training of Procurement team and District-wide training programs.
23. Oversees the District’s Cooperative Program.
24. Oversees the District’s Achievement of Excellence in Procurement Award application process.
25. Serves as the Records Liaison Officer.
26. Perform other related duties as required.

Section 3 – Knowledge, Skills & Abilities

1. Knowledge of advanced and basic principles, practices and procedures of public contract administra­tion and procurement, laws and contract funding procedures and requirements.
2. Knowledge of industry resources for determining labor, material and equipment costs and the techniques for applying the information.
3. Knowledge of contract documents and law.
4. Knowledge of mathematics to perform computations and collect statistics for cost and price analysis.
5. Ability to research and prepare highly complex specification, solicitation and contract documents.
6. Ability to edit and review documents from the Procurement Department to ensure they are correct, complete and compliant before release or use.
7. Ability to provide statistics and reports on Procurement Department activities, including, but not limited to cost savings and avoidance.
8. Ability to communicate effectively and clearly, both orally and in writing and in general and technical terms, with a wide variety of professional and technical personnel.
9. Ability to interpret and use oral and written instructions in the analysis of contractor proposals and writing of change orders.
10. Ability to research and compare product, quality, performance, and options with requirements of the District.
11. Ability to supervise processes; work independently or in a team environment based on the task or situation.
12. Ability to prepare clear and concise documents, contract clauses and changes, reports, negotiation records, negotiation plans and correspondence.
13. Effective time manager in planning, prioritizing, and execution of contractual deadlines.
14. Attention to detail in understanding and identifying contractual and operational risk in contract negotiations.
15. Inspires trust, confidence, dependability, and team building when communicating with internal and external customers.
16. Team player, collaborator, and able to act as the liaison between all parties.
17. Computer skills in MS Office Software.

Section 4 – Education and Experience

1. Bachelor's degree in business, public administration, or other related field.
2. Minimum of four (4) years of experience in public procurement which includes public contracting and contract negotiations.
3. Must possess a Professional Procurement Certification (CPPB or CPPO), Certified Professional in Supply Management (CPSM) or equivalent, or obtain certification within one (1) year of appointment.
4. Work related experience resulting in acceptable proficiency levels in the above Minimum Requirements may be an acceptable substitution for the specified education and experience requirements.
5. Possession of a valid Class C driver's license.

Section 5 – Environmental Factors, Activity Levels and Equipment

This position requires minimum physical exertion with daily lifting requirements up to 10 pounds. Significant finger dexterity required. Activities may include carrying office materials, pulling and pushing file drawers and organizing paperwork. Duties are almost always carried out in an office environment. Equipment used includes a computer, printer, calculator, copier and telephone.