Director of Contracts and Procurement
REPORTS TO: Chief Administrative Officer
The Director of Contracts and Procurement performs highly responsible management, administrative and supervisory work supporting the purchasing operation of the Authority. Responsible for organizing, coordinating, and directing programs and activities of the purchasing function, including the supervision and staff development of professional and clerical support staff. Duties include the review and updating of the procurement system, developing departmental goals, policies, and procedures. Work requires a high degree of initiative and judgment and is performed under the general supervision of the Chief Administrative Officer.
Performs duties of procurement/purchasing in accordance with federal, state, and local policies, regulations, circulars, and laws. Responsible for the oversight of all purchases of commodities, as well as certain contractual services for the BJCTA. Receives and processes requisitions solicits price quotations and bids. Responsible for coordinating Bid Review Committees based upon specific backgrounds related to the bid requirements. Ensures that requests for solicitation documents are completed in a timely manner and contract specific. insures that BJCTA designated personnel are trained in the areas of procurement. Ensures that Resolutions related to Procurements are completed prior to the Committee Meetings and complete appropriate reports as required. Monitor contracts and maintain a log of all contracts. Ensures that all procurement processes are adhered to. Ensure that the Disadvantaged Business Enterprise (DBE) requirement is adhered to within Authority contracts.
ESSENTIAL JOB FUNCTIONS
1. Plans, assigns, trains, supervises, and evaluates the work of procurement staff.
2. Initiates and maintains contracts for assigned major projects and services, including fuel and utilities.
3. Directs and oversees the procurement function in keeping with Procurement Guidelines, Policies and Procedures, and grant funding requirements, ensuring that bidding processes and procedures encourage competition and minimize the cost of goods and services.
4. Reviews and approves all bid packages prior to release.
5. Reviews tabulations and makes recommendations for bid awards.
6. Provides strategic direction for Authority-wide purchases. Combines requirements of all operating units and manages the procurement process.
7. Represents the department to vendors, and other parties to ensure communication of pertinent data and awareness of mutual obligations or regulations.
8. Maintains ongoing communications with vendors and sources of supplies.
9. Advises management on market conditions affecting commodities purchased by BJCTA as well as opportunities for cost-savings purchases.
10. Coordinates with appropriate departments; arrange for the disposal of surplus property.
11. Ensures that all appropriate federal clauses are provided to vendors.
12. Receives and forwards to Finance bid bonds, as applicable.
13. Coordinates formal bids, including RFP’s, IFB’s, and RFQ’s.
14. Reviews specifications, and schematics and maintain files for each.
15. Reviews requisitions and purchase orders to ensure proper account coding delineating
16. Maintains and edits standard forms used in the bid/RFP specifications.
17. Evaluates procurement processes; make recommendations to improve efficiency and cost-effectiveness.
18. Ensure compliance with USDOT/FTA guidelines regarding compliance with the Master Agreement and the Third-Party Contracting regulations.
19. Ensures conformity to local and state bid laws and regulations.
20. Monitors DBE participation and compliance in contracts.
21. Provide updates to the executive team and Board members.
22. Perform other duties similar in nature and level as assigned.
Supervision: Contracts Coordinator, and Purchasing Agent.
Education: Bachelor’s Degree from an accredited four-year college or university in the discipline of Economics, Accounting, Auditing, Business Administration, Purchasing/Procurement, Public Administration or related field.
Certificates, Licenses, Registration: License/certification in Purchasing and Supply Management or CPSM, desirable. APIC certification is desirable. Certified Public Purchasing Officer (CPPO) or a Certified Professional Buyer (CPPB) is preferred.
Ten (10) years of experience in progressively responsible professional procurement work that has included a complex computerized purchasing system, or an equivalent combination of education, training, and experience, with at least five (5) years of experience in increasingly responsible management positions.
KNOWLEDGE, SKILLS, AND ABILITIES
1. Knowledge of procurement principles and practices for a public agency.
2. Knowledge of office management principles, procedures, and the ability to use various types of software programs.
3. Skilled in negotiation with vendors, interpersonal skills, and computer software packages.
BJCTA is a Drug-Free/Smoke-Free Workplace and an Equal Opportunity Employer.