Procurement Manager

SAFETY SENSITIVE-NO UNIFORM REQUIRED-NO POSITION OVERVIEW

The Manager, Procurement is responsible for: leading, training, developing, and managing the procurement department staff; overseeing and making independent judgements and decisions regarding all procurement matters; centralizing and standardizing procurements; directing the department's strategic planning activities; collaborating with departments to meet department procurement objectives; interpretating procurement laws and providing professional guidance and training to employees and vendors regarding public procurement law, policies, rules, procurement methods and practices; overseeing the utility's procurement processes, including negotiating with vendors to ensure favorable terms for the utility; maintaining confidentiality of sensitive information; administering all solicitation protest activities; overseeing the administration of contracts for commodities, supplies, services, technology, vehicles, equipment, and some construction procurements; developing and/or revising procurement policy and procedures; serving as the custodian of the procurement records; ensuring quality control for procurement activities; and overseeing the utility's asset reassignment and disposal program.

PRINCIPAL DUTIES & RESPONSIBILITIES

(ESSENTIAL

FUNCTIONS

): Supervisory Supervises procurement department and directs the department's strategic planning and activities. Develops, leads, trains, mentors, and manages team members. Directs management duties such as interviewing and hiring new employees, evaluating employee job performance, resolving job related problems encountered with or by employees, and assigning, prioritizing, reviewing and approving the work activities of assigned personnel, including reviewing and approving bid solicitations, awards, contract renewals, and projects. Procurement Oversees all procurements made utility-wide for commodities, supplies, technology, vehicles, equipment, services, and some construction procurements. Conducts the final level of procurement review and approval of all requisitions, legal sealed procurements, and other procurements to determine the appropriate procurement method and to ensure accuracy, completeness, and compliance with all applicable laws, policies, procedures, and ethical guidelines. Conducts research,evaluatesfindings,andmakesindependentdecisionsonprocurement matters; provides expert guidance on procurement related issues with other governmental entity procurement managers, utility department managers, executive staff, and the Little Rock Water Reclamation Commission (LRWRC). Centralizes and standardizes all procurements, templates, terms and conditions, and other documents for procurements above the formal sealed solicitation threshold to meet department objectives. Conducts initial review of contracts and provides recommendations on edits to legal; shepherds contracts through the legal review process. Administers sourcing activities with all departments which include identifying the proper procurement method, developing solicitations and contracts and coordinates all activities related to the bid process including, coordinating and conducting pre-bid conferences; directing the preparation of bid specifications and scopes of work for complex procurements and projects; coordinating the evaluation committee process; soliciting competitive bids and coordinating the receiving, opening, tabulating and recording of bids, sealed bid packages, and public bid openings; evaluating bids to determine compliance with bid specifications and other requirements; compiling information and conducting qualitative analysis of qualifications, proposals, and bids received from suppliers; and communicating bid results. Coordinates with other departments regarding anticipated procurements and projects, including creating timelines and benchmarks Solves and offers guidance on complex procurement problems. Administers best procurement practices and modern procurement methods to effectively negotiate cost savings, cost avoidance, terms and conditions, scope of work, remedies, and other factors with suppliers to obtain the best value and to positively impact department budgets. Develops market expertise in Procurement to propose suitable suppliers and ensure favorable contract business terms for departments. Identifies, implements, and integrates Procurement technology systems that are suitable to meet utility objectives. Identifies opportunities for spend consolidation, economies of scale, and economies of scope. Maintains the highest level of confidentiality and sensitivity towards all work-related information, including bid documents, supplier pricing, and personnel related matters. Participates and advises in strategic planning, policy-making meetings, and decision point processes that affect the organization and contracts. Oversees revisions to procurement templates, bid documents, forms, etc. Oversees contract administration to ensure quality, delivery, and performance requirements are met for goods and services; monitors contract renewals. Develops and presents purchase authorizations, recommendations of award, and other items during the Little Rock Water Reclamation Commission (LRWRC) meetings. Develop functional reporting and key performance indicators for the department. Conducts surveys, studies, and other research to determine trends, identify needs, and obtain information related to procurement activities; research, extracts, compiles, and analyzes data out of financial and procurement systems for reports and other projects; prepares reports and recommendations; implements recommendations upon approval. Develops, coordinates, and facilitates all training programs to LRWRA employees, stakeholders, procurement team members, and the Finance Assistant, on procurement related subjects; develops, coordinates, and facilities supplier procurement training activities. Safeguards LRWRA assets and directs the disposal and reassignment of surplus equipment and supplies. Oversee the re-ordering, distribution, security, inventory, and inventory control of non-inventory and inventory items located inside the Clearwater Administration Building's (CAB) storeroom; oversees annual inventory audit of stock items at utility locations. Administers, monitors, analyzes, and evaluates existing term contracts and recognizes needs for future contracts; initiates, completes, and negotiates contract renewals. Forecasts, anticipates, and analyzes LRWRA's needs, spending trends, and applicable market trends; reviews vendor products/services to determine capability and applicability to needs of LRWRA; evaluates findings and makes independent decisions on procurement matters and sourcing; and initiates and plans for cost reduction and/or term contracts. Stays up to date on and implements best practices, trends, and modern procurement methods; ensures the continual development and implementation of modern procurement methods and documents. Possesses highly developed technical writing skills and the ability to independently prepare, write, and proofread contractual documents (such as solicitations, addenda, contract awards, negotiated terms and conditions, etc.), that are clean, organized, concise, and precise; technical specifications; and scopes of work for contracts valued at approximately $1 million+ each. Retains all procurements and related documents in a central repository. Statutory Compliance Ensures that LRWRA complies with all applicable federal, state, and local procurement laws. Develops and maintains a procurement policy manual and writes procurement procedures for adherence to Federal, state, and local laws, and utility policies. Reviews and negotiate vendor terms and conditions for compliance with laws and policies. Vets' cooperative contracts for compliance with laws and policies that govern the utility. Research Federal, state, and local procurement requirements and changes to laws to remain compliant, including monitoring and tracking new laws passed during legislative session; stays informed of current procurement issues and legislation and offers recommendations of policy changes necessary to meet new legislative requirements to the Chief Financial Officer and Chief Legal Officer. Correctly understands, interprets, can explain, and applies procurement best practices, modern procurement methods, LRWRA policies and procedures, laws, rules, regulations, and ordinances governing LRWRA to procurement matters. Supplier Relationship Management Oversees responding to and resolving supplier protests and questions. Monitors contract requirements; reviews and analyzes supplier and utility issues as they pertain to the procurement process, contractual issues, and performance issues and recommends proper course of action. Negotiates with vendors on pricing to ensure savings for the utility. Performs supplier outreach activities such as sourcing suppliers, training suppliers on how to do business with the utility, participating in supplier trade shows, and reverse trade shows, etc. conducts periodic supplier relationship reviews and directs contract termination efforts when necessary. Oversees audits of supplier invoices and compares with contracted amounts; works with the supplier, accounting, and the end user to resolve discrepancies. Financial/Budget Ensures all financial transactions have been completed properly to safeguard ethical and proper procurements and asset disposal; responsible for approximately $30 million dollars of O&M and capital spend, approximately $130,000 of departmental Pcard transactions, approximately $100,000 worth of non-inventory and inventory items located inside the CAB storeroom, and $120,000-$160,000 worth of asset disposal via auction or other methods per year. Compiles information and prepares tentative annual budget figures for Procurement with justification for major changes and purchases; ensures expenditures do not exceed allocated budget; monitors budget to ensure expenditures are within established guidelines; oversees and approves department expenditures. Reviews past expenditures and budgets for future operational plans. General Demonstrates continuous effort to improve department operations and efficiency, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality and seamless customer service. Establishes and maintains effective working relationships with management, employees, suppliers, manufacturers, and other governmental entities. Demonstrates foresight and proactive thinking in recognizing potential issues and taking steps to properly mitigate them. Leads or participates on project teams to develop, organize, execute, and complete assignments and projects; including project formation, systematic and step-by-step development of a project idea to meet goals/objectives; strategic planning and collaboration with other departments, governmental entities, and vendors, including project oversite, development and execution of stated goals and objectives, creating schedules; performing quality control and monitoring progress throughout project development and coordinating internal and external resources. Requires visits to other buildings, water reclamation facilities, and worksites for solicitation specification and scope of work development, mandatory vendor site visits, pre-solicitation conferences, post-award meetings, inspections, and other occasions where safety practices and guidelines must be followed at all times, including wearing proper personal protective and safety equipment due to possible exposure to hazardous chemicals, flammable liquids, biological hazards, and toxic/flammable gases, poisonous snakes, spiders, insects, and other hazards. Responsibly operates LRWRA vehicles, storeroom equipment (e.g., pallet jacks, push carts, hand dollies, etc.), and office machines (e.g., copier, postage machine, laminating machine, etc.) as required. Moves or relocates stock items (up to approximately 50 lbs.) either alone or with assistance. Follows established work procedures and practices. Follows safety practices and guidelines. Undertakes any reasonable requests within capabilities that is for the good of the community and the utility.

LEVEL OF SUPERVISION RECEIVED

(minimal, regular, general, daily): Ability to act independently with minimal direction and oversight to accomplish the utility's mission, goals, and objectives.

TOTAL POSITIONS SUPERVISED

This position supervises the Procurement department, which is comprised of one (1) Procurement Officer, two (2) Procurement Coordinators, and one (1) Procurement Specialist.

QUALIFICATIONS & SKILLS

Required :

Undergraduate degree in Procurement, Purchasing, Supply Chain, Business Administration, or related field. Minimum five (5) years of experience in procurement management or related areas; or an equivalent combination of education and experience as determined by LRWRA. Minimum five (5) years supervisory experience. Must possess a Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), NIGP Certified Procurement Professional (NIGP-CPP), or other accredited purchasing or procurement practitioner certification within one (1) year of becoming eligible to test. Past experience working in financial and procurement software systems required. Examples include Infor/Hansen, Central Square Finance Enterprise, Central Square Enterprise Asset Management, and Ionwave e-procurement software. Must be proficient in Microsoft Office Suites software, including Outlook, Word, and Excel. This position requires strategic planning, project management, independent judgments, interpretation of laws, etc. to best meet the needs of the organization while maintaining compliance with the procurement laws on a daily basis. Must possess thorough understanding and knowledge of Procurement best practices and modern procurement methods, Federal, state, and local procurement laws and regulations, and the ability to formulate, interpret, apply, and communicate procurement laws, rules, policies, and practices to staff, vendors, and the public. Knowledge of the principles, practices, and procedures of public and/or private sector procurement, including knowledge of quality control, value analysis, and life cycle costing principles. Ability to review and analyze specifications, create solicitation documents, write technical specifications, conduct public bid openings, evaluate vendor proposals, negotiate contract terms and conditions, award contracts, and monitor vendor performance. Must maintain the highest-level confidentiality toward all work-related information, including bid-related information, supplier pricing, personnel, and other matters. Must possess excellent communication and leadership skills with a track record of building and managing high-performing teams. Must possess strong problem-solving analytical skills. Must possess the ability to effectively present information to senior management and the Little Rock Water Reclamation Commission. Must possess the ability to synthesize and advise on complex contract and supplier related topics. Must have strong project management and organizational skills. Must possess a high degree of adherence to ethical standards. Must possess highly developed contract negotiations skills to ensure favorable terms and pricing. Must be able to meet deadlines and prioritize based on executive direction. Must have proven track record of developing and implementing procurement processes. Must possess strong knowledge of procurement, contract, and vendor management best practices. Must possess highly developed interpersonal and soft skills for professionally communicating (both in writing and orally to all levels of the organization and vendors). Must maintain strong working relationships and rapport within the team and with other LRWRA employees, vendors, other governmental entities, general public, and others; works collaboratively and engages with LRWRA employees, vendors, and stakeholders on projects and initiatives. Must possess highly developed technical writing skills and the ability to independently prepare, write, and proofread contractual documents (such as solicitations, addenda, contract awards, negotiated terms and conditions, etc.), that are clean, organized, concise, and precise; technical specifications; and scopes of work for contracts valued at approximately $1 million+ each. Other job-related education and/or experience may be substituted for all or part of these basic requirements, except for certification or licensure requirements, upon approval of LRWRA. Occasional evening/night/weekend work required. Presentations at the monthly LRWRC meetings may require evening work. Knowledge of effective management practices and techniques. Knowledge of commodity and service market conditions and resources. Ability to act independently with a minimum of direction and oversight to accomplish the Utility's mission, goals, and objectives. Ability to supervise, communicate, and lead project team members. Ability to prepare and present clear, concise, and accurate reports and presentations to LRWRA staff, regulatory agencies and commissions, city officials, and the public as required. Ability to establish and maintain working relationships with utility employees, government agencies, regulatory agencies and commissions, city officials, and vendors. Ability to document programs and procedures. Ability to move or relocate stock (up to approximately 50 lbs.) either alone or with assistance. Ability to schedule projects and meet deadlines. Ability to obtain and maintain a valid Arkansas driver's license.

Preferred:

Master's degree in business administration, public administration, or related field. Experience with Microsoft PowerPoint, Microsoft Access, contract management systems, electronic requisition and purchase order systems, electronic signature software (e.g., DocuSign), and document management systems (e.g., AppX, Papervision, etc.) is preferred.