Procurement Card Program Manager

Norfolk Public School District•Norfolk, VA

About The Position

This position manages the district-wide procurement card program and performs Senior Buyer-level procurement work for complex commodities and services. The program includes approximately 200 schools, departments, and agencies; 1,200 users; 900 credit cards; 60,000 annual transactions; and approximately $18 million to $30 million in annual card spending. The position also manages the setup and oversight of ePayables and Expense Manager, serves as a program agent for partner agencies, and provides procedural guidance, technical support, and training to participants throughout the school district. The position develops and oversees program goals, policies, procedures, metrics, and improvements; monitors compliance and program effectiveness; and coordinates with vendors, auditors, internal accounts, and technology partners. It also conducts complex procurement activities in accordance with Virginia public procurement law and school division policies, including evaluating requests, soliciting bids and proposals, negotiating contracts, and selecting vendors. Work is performed with considerable independent judgment under the general supervision of the Buyer Manager, Purchases and Supply. This is a full-time, exempt senior administrative leadership position. The stated schedule is 7.5 hours per day, 252 days per year, and 12 months per year. Compensation and benefits are established under the School Board-approved administrative salary schedule and applicable division policies, with placement based on the role’s scope, candidate qualifications and experience, and available funding.

Requirements

Bachelor’s degree in business, public administration, or a related field, plus at least five years of progressively responsible experience in a governmental purchasing environment; or an equivalent combination of education and experience.
Thorough knowledge of government procurement laws, rules, regulations, school division procurement policies, practices, operations, and formal bid and proposal procedures.
Comprehensive knowledge of accounting policies and procedures and general understanding of the chart of accounts defined by the Budget department.
Thorough knowledge of the assigned commodity or service category, supply sources, vendor capabilities, and vendor performance.
Thorough knowledge of contract law and contract administration procedures.
Excellent organizational skills and ability to independently manage high-volume, complex work and multiple assignments.
Excellent knowledge of internet-based procurement systems, including e-Procurement and e-Commerce.
Good knowledge of the organization and functions of large public school systems.
Ability to track performance against objectives, develop structured plans, set and adjust goals, meet deadlines, and manage time efficiently.
Excellent working knowledge of Microsoft Word, Access, PowerPoint, and Excel.
Ability to research and develop supply sources, encourage appropriate competition, and work with potential suppliers to meet district needs equitably and promptly.
Ability to communicate effectively orally and in writing, establish effective relationships with district officials, employees, and vendors, and make sound decisions on complex issues.
Valid Commonwealth of Virginia driver’s license.
A procurement professional certification such as CPPB, CPPO, C.P.M., or CPCM is required, or the candidate must commit to obtaining one within two years of service.
Ability to complete purchases and manage stress arising from changing priorities and policies and deadlines that may occur daily or hourly.

Nice To Haves

Preferred study in business administration or a related area.
Extensive IT e-Procurement/e-Commerce training and experience.
Considerable experience in procurement card programs, governmental procurement and contracting, accounting, or audit procedures, or equivalent education, certifications, and experience.
CPCP (Certified Purchasing Card Professional) or VCO (Virginia Contracting Officer) certification.

Responsibilities

Administer the district-wide procurement card contract and manage the program’s day-to-day operations.
Develop and maintain program policies, procedures, goals, objectives, and user parameters, including procedures for card issuance and use.
Manage the setup and oversight of ePayables and Expense Manager.
Train and support procurement card users and communicate changes to the program and available card types.
Monitor schools and departments for compliance with the procurement manual, investigate potential theft or abuse, and take appropriate corrective or enforcement actions.
Maintain and monitor the program’s automated data system and serve as a liaison between MUNIS and the Enterprise Spend Platform for interfaces, upgrades, and patches.
Serve as a subject matter expert and provide technical expertise, policy clarification, and advice to program participants.
Liaise with vendors and participating schools and departments; negotiate contract modifications when necessary.
Prepare and analyze compliance reports, maintain dashboard metrics, evaluate program effectiveness, and identify and implement improvements.
Conduct audits, research, on-site visits, and follow-up on audit findings and card violations.
Market the program, present its benefits, and develop strategies and applications to expand and streamline procurement processes.
Conduct complex procurement transactions for assigned commodities and services in accordance with the Virginia Public Procurement Act and school division policies.
Evaluate purchase requests; solicit competitive pricing; process requisitions; assess vendors and sources of supply; and ensure pricing and specifications meet user needs.
Develop or assist with specifications, solicit bids and proposals, evaluate submissions, negotiate competitive proposals and sole-source contracts, and make awards in accordance with applicable requirements.
Visit schools, departments, and vendor locations to inspect procurement items and assess vendor capabilities.
Lead cross-functional procurement task groups when called upon and orient, train, and instruct new employees.
Maintain professional knowledge through training, research, and review of current procurement literature and trends.
Perform other duties as assigned.