Program Manager - Citywide Procurement Non-IT (Purchasing) - Finance

City of San Jose•San Jose, CA

20d•Onsite

About The Position

The Finance Department is currently seeking to fill one (1) full-time Program Manager vacancy in the Purchasing Division. The mission of the Finance Department is to manage, protect, and report on City of San José financial resources to enhance the City’s financial condition for residents, businesses, and investors. The Finance Department has five core divisions: Accounting, Administration, Debt & Treasury Management, Purchasing & Risk Management, and Revenue Management. The Finance Department works in partnership with the departments of Human Resources, Information Technology, and Public Works as the City’s Strategic Support City Service Area to effectively develop, manage, and safeguard City fiscal, physical, technological, and human resources to enable and enhance the delivery of City services and projects. The Finance Department has a $27.6 million operating budget and 125 budgeted full-time equivalent (FTE) positions.

Requirements

Bachelor’s degree in a closely related field
Five (5) years of directly-related experience
Two (2) years of supervisory experience

Nice To Haves

Demonstrates knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations related to rules and principles associated with procurement in the public sector; including negotiating and managing contracts.
Leads by example; demonstrates high ethical standards; remains visible and approachable and interacts with others on a regular basis; promotes a cooperative work environment, allowing others to learn from mistakes; provides motivational supports and direction
Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor.
Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility and challenges; pursues continuing education opportunities that promotes job performance.
Identifies and understands issues, problems, and opportunities; uses effective approaches for choosing a course of action or developing appropriate solutions.
Approaches a situation or problem by defining the problem or issue; determining the significance of the problem; collecting information; using logic and intuition to arrive at decisions or solutions that achieve the desired outcome.
Approaches a situation or problem by defining the problem or issue; determining the significance of the problem; collecting information; using logic and intuition to arrive at decisions or solutions that achieve the desired outcome.
Sets effective long- and short-term goals based on a good understanding of management practices; establishes realistic priorities within available resources; provides motivational support; empowers others; assigns decision-making and work functions to others in an appropriate manner to maximize organizational and individual effectiveness.
Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.
Effectively conveys information and expresses thoughts and facts clearly, verbally and in writing; demonstrates effective use of listening skills; displays openness to other people’s ideas and thoughts.

Responsibilities

Direct a unit which provides services to all City departments for the procurement of products and general services
Administration of the City’s Procurement Card (P-Card) program
Plan, direct, review, and evaluate the work of Purchasing staff, programs, and functions
Supervise, train, motivate, counsel, and manage staff through effective coaching
Support departmental goals and objectives
Streamline processes and procedures to enhance customer service and reduce cycle times
Partner with internal department customers to proactively address requirements, procurements, and resolve issues
Facilitate and manage purchase order activities
Oversee the preparation and issuance of Requests for Quotes (RFQs), Requests for Bids (RFBs), brand name, sole source, unique services, and cooperative agreement procurements
Assist with procurement specification development and review
Develop, write, and update procedure manuals for procurement staff as needed
Formulate and review responses to bid protests
Work with staff and vendors to address issues, disputes, and negotiations
Clearly express ideas verbally and in writing
Perform and provide guidance on complex data and financial analysis for purchasing activities
Prepare reports, correspondence, Council memorandums, and other purchasing-related documents
Serve as System Administrator for the Purchasing module of the City’s Financial Management System (FMS); identify and resolve system issues with relevant stakeholders
Define problem areas, evaluate, recommend, and implement solutions for complex issues and problems in a collaborative manner
Provide training to Purchasing staff and City stakeholders
Participate in outreach events
Work on special projects, as assigned