Procurement & Contracts Manager, Town of Clayton (open until filled)

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Closing: Open until filled
Salary Range: $55,370 – $87,110 annually

Job Description:

The Procurement and Contracts Manager organizes and administers a purchasing, procurement, and contracting program for all Town departments. Work and activities involve performing preliminary reviews of contracts, initiating purchase orders for contracts, obtaining warranty requirements and insurance certificates; assisting the Finance Director in bulk purchasing and specialized equipment decisions; managing the fleet and IT procurement frameworks; planning, organizing, coordinating and preparing specifications and request for bids and proposals; analyzing bids and proposals for determining compliance with the required specification and recommendation for awarding contracts to ensure cost effective purchases of goods and services; maintain an automated system of contracts for goods and services other than construction projects; maintaining a computerized inventory of warehouse materials and other purchasing records; review and approval of purchase orders, purchasing supplies and materials to maintain warehouse stock including electrical, water and sewer, street, and office materials, parts, supplies and tools. Work is performed under the general direction of the Finance Director in accordance with North Carolina General Statutes, State regulations governing purchasing in local governments, departmental needs, and Town policies. The employee must exercise considerable independent judgment and initiative in development of an efficient system across departments, in contract review and authorization, and in advising departments on legal requirements.

Duties & Responsibilities:

  • Manage and oversee training of Town staff on proper procurement procedures and policies.
  • Function as a subject matter expert in providing advice and knowledge of purchased related laws and policy for purchasing and service contracts, including compliance with Federal Uniform Guidance requirements.
  • Reviews and authorizes purchases; determines appropriate method of purchase (i.e. informal bids, formal bids, negotiated contracts or other procedures).
  • Receive contracts from departments, assign contracts numbers, set up purchase orders, review contracts for key terms, obtain insurance certificates, determine if a pre-project safety review is required and track contracts through legal review, pre-audit and final approval.
  • Conducts or supervises bid openings and oversees detailed legal process for capital expenditures, analyzes bids, reports results and recommends bid awards for purchase; works with departments or prepares bid specifications for procurement items, coordinates with budget for funds availability and spending authority.
  • Evaluate contractor performance and compliance to contract terms and conditions by monitoring performance, reviewing vendor performance evaluations, communicating results of performance evaluations to contractors and resolving contractual issues.
  • Administers a variety of contracts and programs such as uniform rental, cellphone, and copier lease; leads or works on a variety of special projects involving contracts and coordination with a variety of departments and vendors.
  • Directs the Town’s purchasing program, including P-Cards; organizes and implements systems and procedures for procurement, warehousing and appropriate disposal of the Town’s equipment, materials, and supplies; confers with department heads, project managers, local government officials and staff.
  • Advises departments on equipment and supplies specifications and the purchasing process.
  • Assists in determining standard products, equipment, supplies and materials to be maintained in inventory and/or used by all departments.
  • Maintains records including vendor lists and product files, price lists, comparison sheets on regularly purchased items, and appropriate purchasing requisition and bid files.
  • Oversees and participates in the purchasing of various supplies and equipment; calls vendors to get prices; prepares purchase orders; coordinates purchase needs with department personnel and delivery times with vendors.
  • Conducts product research and evaluates market trends for procurement.
  • Ensures maximum value for expenditures by establishing and maintaining purchasing agreements, negotiating contracts, and performing cost and price analysis.
  • Recommends updates to purchasing policies and procedures in accordance with applicable laws.
  • Supervises staff responsible for keeping materials, supplies, and equipment in proper order in the warehouse and for checking in and issuing stock materials and supplies to Town staff.  Participates in hiring and conducting performance evaluations for assigned staff; provides training and performance coaching.
  • Oversees records of vehicle registration and tracks licenses.
  • Performs other duties as needed or required.

Qualifications:

Knowledge, Skills, and Abilities:

  • Thorough knowledge of North Carolina General Statutes, and of local ordinances and regulations governing the purchasing of materials, supplies and equipment and sale of surplus equipment.
  • Thorough knowledge of modern purchasing methods and procedures.
  • Considerable knowledge of grades and qualities of items purchased and/ or sources of supply and price trends in water, sewer, electric, public works and other municipal needs.
  • Considerable knowledge of the application of information technology to purchasing and warehousing.
  • Working knowledge of accounting in relation to procurement and purchasing.
  • Working knowledge of Microsoft Office 365.
  • Skill in developing bid specifications and in evaluating bids.
  • Skill in establishing and maintaining effective work relationships with public vendors, management and government officials and with other employees.
  • Skill in communicating and presenting ideas effectively in oral and written forms.
  • Skill in use of office technology.
  • Skill in internal customer service excellence and collaborative conflict resolution.
  • Skill in price negotiation.
  • Skill in writing complex specification and purchasing solicitations.
  • Ability to interpret and explain laws and procedures relating to the procurement and purchasing process.
  • Ability to schedule deliveries in collaboration with other staff and Town needs.
  • Ability to meet established deadlines.

Physical Requirements:

  • Must be able to physically perform the basic life operational functions of fingering, climbing, stooping, kneeling, crouching, reaching, pushing, pulling, talking, and hearing.
  • Must be able to perform heavy work exerting up to 50 pounds of force frequently and/or up to 20 pounds of force constantly to lift, carry, push, pull, or otherwise move objects.
  • Must possess the visual acuity to operate a computer terminal, to do extensive reading and detailed analysis of vendor information, legal contracts, bid specifications and formal and informal bids, to inspect shipments for defects, to operate equipment, and to use measurement devices.

Desirable Education and Experience:
Bachelor’s degree from an accredited university, prefer concentration in procurement, finance, supply chain logistics, or equivalent combination of education and experience. Five (5) years of experience in purchasing, government purchasing preferred. Two (2) years of supervisory experience preferred.

Special Requirements: 

  • Valid NC driver’s license.
  • Certified Local Government Purchasing Officer (CLGPO), or Certified Public Purchasing Officer (CPPO), or Certified Professional Public Buyer (CPPB) required.
  • Certified Professional Contract Manager (CPCM) or equivalent preferred.