Deputy Director Procurement

General Description

The purpose of this classification is to assist the Procurement Director in managing and overseeing the daily operations of Purchasing, Procurement, and Contract Compliance.  Responsibilities include managing assigned staff, assisting in the administration of departmental budget, ensuring compliance with current public purchasing laws, rules, and regulations, and monitoring policies, procedures, and programs related to the Non-Discrimination in Purchasing and Contracting Ordinance (NDPCO). 

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.

• Manages and oversees daily operations of Purchasing and Contract Compliance through Procurement Director: manages service issues and special projects; oversees work of assigned staff; and ensures standard methods, practices, tools, guidelines, policies and procedures, and purchasing codes are followed.
• Ensures that all activities related to the procurement of goods and services are performed in strict compliance with all federal, state, and local laws, rules, regulations. 
• Adheres to sound business practices and assumes personal responsibility for procurement contracts. 
• Develops and supports continuous process improvements for sourcing and procurement of goods and services and business solutions that are quality and brand appropriate in a timely manner.
• Maintains internal procedures manual for procurement.
• Oversees the city’s purchasing card program.
• Serves as point of contact for all city purchasing related activities, such as providing advice and recommendations on contract development, purchasing policies and procedures, and administrative issues.
• Assists departments with purchases to ensure the city receives the best value for the funds invested.
• Leads ROI analyses in support of day-to-day activities and procurement-related needs.
• Conducts vendor interviews and inspections for development of alternate sources of supply. 
• Conducts pre-bid, bid openings, pre-award, and post-award conferences.
• Provides guidance and clarification to staff when required; recommends training, literature, etc. for the professional growth and development of staff. 
• Develops and maintains city-wide training program for procurement policies and procedures; including an effective on-boarding training for new employees who will be responsible for purchasing functions.
• Stays current on market trends and identifies and assesses opportunities for innovation to adapt in the changing environment.
• Supervises, directs, and evaluates assigned staff: makes hiring, promotion and/or termination recommendations; establishes workloads and prioritizes work assignments; develops and oversees employee work schedules to ensure adequate coverage and control; compiles and reviews timesheets; approves/processes employee concerns and problems, and counsels or disciplines as appropriate; completes employee performance appraisals; directs work; acts as a liaison between employees and management; and trains staff in operations, policies, and procedures.
• Resolves purchasing and contracting issues and discrepancies: reviews bid protests from vendors; confers with Legal Department in compiling protest documentation/information; and serves as subject matter expert regarding purchasing policies and procedures, purchasing code, and state, federal and/or City laws, ordinances, and resolutions.
• Participates in development and preparation of departmental budget: conducts spending analysis and prepares budget forecasts; approves or denies specific expenditures; and monitors expenditures for compliance with approved budget.  
• Communicates with Procurement Director, employees, vendors, prospective bidders, professional organizations, departmental customers, and other individuals as needed to coordinate purchasing and contract related issues, review status of work, exchange information, or resolve problems with programs, goods, and services.
• Maintains a current, comprehensive knowledge and awareness of applicable laws, regulations, principles, and practices relating to public sector procurement operations; reads professional literature; maintains professional affiliations; and attends meetings, workshops, hearings, and training sessions as required.
• Performs other related duties as required.

Knowledge, Skills, and Abilities

• Expert knowledge of sources of supplies and of market and price trends.
• Knowledge of the various types, qualities, and uses of a wide variety of material, supplies and equipment required by the City.
• Exceptional customer service skills, strong attention to detail and ability to juggle multiple projects and manage deadlines.

• Experience with large complex integrated ERP systems or relevant procurement systems.
• Ability to work independently and drive direction within procurement projects.
• Knowledge of federal, state, and county laws pertaining to purchasing management, contract law, the Uniform Commercial Code and other pertinent rules.
• Knowledge of legal contractual documents, principles of procurement, compliance, procurement law, familiarity with local, state, and federal procurement statutes, federal regulations, and other public procurement practices.
• Ability to prepare/write/administer invitations to bid, requests for proposals, requests for qualifications, specifications, scope of work, and contracts. 
• Excellent verbal and written communication. 

• Expert knowledge of the principles, practices, and legal requirements of centralized governmental purchasing.
• Ability to function in a managerial capacity for a division or organizational unit; includes the ability to make decisions on procedural and technical levels.
• Ability to analyze varied factors involved in bids and to make difficult purchasing recommendations objectively and impartially.
• Ability to review purchasing methods and procedures and to prepare recommendations for improving the purchasing system.
• Ability to induce cooperation and develop working relationships with all City department personnel.
• Ability to deal effectively and efficiently with vendors, suppliers, other governmental agencies, and the general public.
• Proficiency in MS Office Word, Excel, and Outlook and familiar with standard office machines.
• Ability to prepare and review financial documents.
• Ability to respond to complaints and grievances in a professional and courteous manner.
• Ability to maintain training certifications.
• Ability to interact effectively with a variety of individuals and groups with varying educational, ethnic, and socio-economic backgrounds.
• Ability to maintain high ethical standards, both on and off duty.
• Ability to work routinely under highly stressful conditions. 
• Ability to maintain a neat and orderly workspace.
• Ability to maintain confidentiality.
• Ability to follow the chain of command.
• Ability to interpret and apply applicable federal, state and local policies, laws and regulations as it applies to purchasing and other financial requirement.
• Ability to maintain a neat and clean appearance.
• Skill in performing routine to moderately complex mathematical computations and tabulations accurately and efficiently, as they relate to purchasing.

Minimum Education and Experience Requirements:

• Bachelor’s Degree in business or public administration or related field required. 
• Four (4) years of progressively responsible experience in managing procurement operations to include lead or supervisory experience, with at least one (1) year of experience purchasing for public agencies.
• Certified Public Procurement Officer & Buyer Program, CPPO & CPPB  is preferred. 
• Certified Public Purchasing Officer or Certified Purchasing Manager or ability to obtain within six months of hire.
• Never been convicted of a felony.
• A citizen of the United States or has obtained legal work status. 
• Must pass a detailed background investigation.
• Work evenings, weekends and/or holidays as required.
• Must be able to pass a credit check.
• Possess and maintain a valid Georgia driver’s license with a clean driving record. 

ADA Compliance

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: This position works in an office environment. While performing essential duties of the job, employees work in an environment under constant deadlines, and may be exposed to dust, cleaning fumes, and work around office equipment. The noise level in the work environment may be moderate to loud.