Procurement Supervisor

City of Charlottesville•Charlottesville (22902), VA

1d•Onsite

About The Position

The City's Procurement Supervisor performs professional administrative and complex technical work related to the procurement of goods, non-professional and professional services, construction, and insurance. Supervises assigned staff. Work is performed under the supervision of and reports to the Procurement Manager. The preferred hiring amount for this position is between $80,556.13 - $98,660.74 Annually. Starting offer is based on applicable education, experience, and internal equity. This full-time, exempt position offers a comprehensive benefits package, including 13 paid holidays plus one floating holiday, vacation and sick leave, health insurance with employer contribution, employer-paid life insurance, gym membership reimbursement, tuition assistance, and professional development opportunities. This position is also eligible for the following retirement benefits: Choice of retirement plan: Defined Benefit Pension Plan: Provides a monthly benefit upon retirement, calculated using a defined formula based on earnings history, years of service, and age. The plan includes a 5-year vesting period and requires an employee contribution of 5% of salary. Defined Contribution 401a Plan: Employer makes fixed contributions to an individual account, which are invested, and returns are credited to the account. The account balance is used to provide retirement benefits. Vesting occurs at 33% after one year, 67% after two years, and 100% after three years of service. No salary contribution is required. Voluntary 457 Deferred Compensation Plan Eligibility to purchase prior service credit under the Defined Benefit Plan The City of Charlottesville manages its own retirement system and does not participate in VRS; however, a Portability Agreement is available for eligible employees.

Requirements

Bachelor degree in Business Administration, Public Administration, Finance, Purchasing, Procurement/Acquisitions, Contracts Management or related field AND 3 years of experience in complex procurement of goods and services or other highly related area.
OR Associate degree or two years of undergraduate coursework in a related field AND 5 years of experience in complex procurement of goods and services or other highly related area.
OR High School diploma or GED AND 7 years of experience related in complex procurement of goods and services or other highly related.
OR An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.
Within 2 years of employment, must obtain a purchasing certification such as a Virginia Contracting Officer, Certified Professional Public Buyer, Certified Professional Procurement Officer or other approved professional procurement certification.
Required to successfully pass a pre-employment background check and pre-employment drug screen.
Thorough knowledge of standard office practices, procedures, and equipment.
Thorough knowledge of common business methods, marketing and purchasing practices.
Comprehensive knowledge of contract and procurement law and methods of procurement; contract negotiation.
Thorough knowledge of federal, Virginia laws and the City Code as they relate to public purchasing.
Thorough knowledge of automated purchasing and inventory systems.
Thorough knowledge of relevant financial systems and terminology.
Reading Intermediate: ability to read and understand written materials such as specifications, Requests for Proposals, routine contracts, multi-step instruction manuals, and reference materials.
Writing Intermediate: ability to organize data and write clear and concise reports, prepare materials such as business letters, RFPs, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.
Math Intermediate: ability to deal with number systems; simple formulas, practical application of fractions, percentages, ratios/proportions and measurement. Completes analysis of financial data. Follows defined procedures and routine to more advanced financial reporting.
Communication Skills Advanced: Establish and maintain effective working relationships with City officials, co-workers, vendors, business leaders, and the public. Communicates current and revised policies and makes recommendations regarding implementation. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas. Exchanges and/or presents general information clearly, efficiently, and effectively. Evaluates effectiveness, develops cooperative associations, and utilizes resources to continuously improve communications.
Requires Limited Direction: Normally completes work according to their own judgment, requesting supervisory assistance occasionally. Manages special projects with little oversight and assignments may be reviewed upon completion. Performance reviewed periodically. Knows when to ask questions to complete reports. Monitors accuracy of own transactions. Analyzes information and records transactions accurately. Maintains accurate records. Recognizes and corrects errors.
Skilled: comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the assigned and apparent job responsibilities. Demonstrated skill and ability to utilize Microsoft Office applications, spreadsheets, automated systems, financial reporting software, and other department systems/software.
Prepares accounting and purchasing documents; and does research to justify procurement decisions and language used in documents. May monitor and/or recommend budget allocations.
Supervises and monitors performance for a regular group of employees. Input carries substantial weight or makes final decisions on hiring, discipline, work objectives/goals, performance evaluation and work assignments.
Frequent change of tasks and performing multiple tasks simultaneously.
Working closely with others as part of a team.
Organization and time management skills, sometimes under strict time constraints.
Tedious or exacting work.
Frequent interruptions and requests for service.
Work effectively with sensitive and confidential information or issues.
May be required to work additional hours outside of normal schedule.
May require dealing with angry, frustrated and/or upset individuals.

Nice To Haves

Prior supervisory experience.
Current professional certification in purchasing/procurement.
Experience with an ERP system, specifically with purchasing and inventory modules.
SAP related experience.

Responsibilities

Directs the work of assigned procurement and/or warehouse staff.
Supervises, coaches, trains, motivates, and evaluates the performance of assigned staff; interviews, selects, assigns work, and administers disciplinary action to subordinate employees in accordance with established personnel policy and procedures.
Establishing professional standards for work quality, quantity, performance, and accountability.
Completes procurement processes using formal and informal methods, from solicitation development to award of contract, for spot and term contract purchases of complex goods, services, construction, and insurance.
Interprets applicable procurement regulations, rules, procedures, codes and laws for departmental staff and end users.
Drafts formal contracts when required per the City's Internal Contracts Management Policy.
Administers contract processes to include reviewing, evaluating, auditing, and resolving complaints from departments and vendors, and managing contract amendments and contract renewals.
Recommends to the Procurement Manager updates to the City's solicitation templates and contract templates based on best practices and/or as required by Code changes.
Resolves contractual disputes, claims, and terminations; obtains the assistance of Procurement Manager or City Attorney's office as needed.
Reviews cooperative procurements, sole source and emergency procurements for approval or denial.
Provides timely, accurate and responsive procurement support to City departments as needed and assists City personnel in planning and scheduling purchases and preparing forecasts for budget purposes.
Authorizes purchase orders on behalf of City in the absence of the Procurement Manager.
Supports the SAP Material Management Module Project Team Lead in the development and execution of SAP strategic and operational plans.
Coordinates the formalization of SAP operational procedures and documentation for the Materials Management Module.
Develops, coordinates, and delivers procurement training programs and SAP support for decentralized buyers and vendors.
Performs cycle count reconciliation and spot audits on warehouse inventory.
Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
Regular and reliable attendance.
Independently manages special projects as assigned.
Acts as back-up to Procurement Manager.
Performs additional duties to support operational requirements as apparent or assigned.