Supervisory Contracting and Procurement Specialist IV (OCFO - Procurement Division)

City of Detroit•Michigan, MI

11d•Hybrid

About The Position

The Supervisory Contracting and Procurement Specialist IV position is within the Office of the Chief Financial Officer (OCFO) - Procurement Division of the City of Detroit. This role involves leading and supervising other procurement specialists, with primary responsibility for planning, implementing, supervising, and controlling all contracting and procurement activities for assigned teams and projects. The position utilizes ERP Cloud applications for various procurement functions, including supplier relationship management, quote preparation, requisition and agreement creation, forecasting, negotiation, sourcing, cost monitoring, and ensuring compliance with City policies and ordinances. The role also involves managing the procure-to-pay process, conducting market research, and overseeing supplier and contract compliance. Additionally, the incumbent will identify, assess, and select suppliers, manage funds and General Ledger inquiries, create and store purchasing documents, identify contract risks, and recommend contract terminations. Collaboration with customer departments and financial services is key for procurement planning. The position also involves staff supervision, including planning work, ensuring compliance with new technology implementations, identifying operational issues, setting priorities, assigning work, evaluating performance, providing guidance, and addressing employee concerns.

Requirements

Bachelor's degree from an accredited college or university, with a major course of work in business or public administration, finance, engineering, purchasing or a closely related field.
At least four (4) years of experience in Contract Procurement or in a related field.
Two (2) years of verifiable experience supervising subordinate staff.
At least one (1) year of supervising mid to senior level professional roles.
Knowledge of clerical and office methods, records and equipment.
Knowledge of principles of purchasing work, basic accounting and data/statistical analysis.
Knowledge of methods, practices and procedures involved with the purchase and delivery of materials and supplies in compliance with local, state and federal procurement policies and ordinances.
Knowledge of bids and contracts analysis, contract law, and the legal aspects of purchasing.
Knowledge of properties and general characteristics of several broad procurement classes.
Knowledge of purchasing principles, practices, and methods including specifications review.
Knowledge of receiving, inspection and testing methods.
Knowledge of supplier quality assurance functions.
Skills to communicate effectively with internal and external customers and vendors.
Skills to compile data and apply analytical methods.
Skills to secure competitive bidding and locate sources of supplies.
Skills to manage suppliers.
Skills to conduct price studies and market analyses.
Skills to assist with developing and reviewing specifications.
Skills to use Enterprise Resource Planning (ERP) systems.
Ability to work effectively in a team-based, flexible workforce with minimal supervision.
Ability to supervise a team of contract procurement specialists, distributing assignments to manage timely completion, and providing training and guidance.
Ability to execute all skills and duties classification.
Ability to analyze purchase orders and contracts.
Ability to distribute information, negotiate conditions, and resolve conflict with vendors and contractors.
Ability to effectively utilize appropriate security and safety equipment and procedures.
Ability to maintain regular and reliable attendance.
Ability to communicate effectively, both verbally and in writing.
Ability to understand and follow verbal and written instructions.
Ability to establish and maintain effective working relationships with others.
Ability to communicate frequently with team members and other units about process, equipment or potential problems.
Ability to develop proficiency in unit specific operations and software.
Ability to direct team activities or to work as a team member.
Ability to assist in and assemble data for the preparation of specifications and request for bid forms.
Ability to prepare lists of vendors.
Ability to conduct routine field inspections of purchases.
Ability to prepare lists of bids received.
Ability to review bid discrepancies with requisitioner and bidder.
Ability to prepare simple graphs and charts and other statistical records and reports.
Ability to index and file purchasing documents.
Ability to perform a variety of clerical tasks incidental to purchasing work.
Ability to perform purchasing or salvage sales work in a broad assigned area.
Ability to review requisitions and confer with customers regarding requirements, specifications, quality, and delivery of goods and services.
Ability to prepare requests for bids.
Ability to solicit, receive and analyze quotations for standard and non-standard items.
Ability to award contracts and carry out the necessary follow-up and expediting activities to ensure delivery as required.
Ability to prepare and maintain a list of vendors and catalogs.
Ability to recommend approval of daily request for purchase based on compliance with existing policies, City ordinances, and Finance directives.
Ability to generate and respond to correspondence regarding bids, requisitions, cancellation of orders, price changes and adjustments.
Ability to respond to vendor and supplier inquiries in person, by telephone or writing.
Ability to review incoming purchases requisitions.
Ability to arrange workflow and distribute work assignments to expedite the handling of requisitions and bids.
Ability to decide disposition of questionable bids.
Ability to review purchase orders and accompanying specifications for completeness and accuracy.
Ability to approve the issuance of cancellation or correction notices on bids and purchase orders.

Nice To Haves

Equivalent combinations of education and experience that provide the required knowledge, skills, and abilities will be evaluated on an individual basis.

Responsibilities

Supervises/manages the development and maintenance of supplier relationships.
Oversees the preparation of quotes for vendor selection.
Supervises the creation and management of requisitions, procurement agreements, and purchasing documents.
Forecasts necessary goods and services, requirements, and pricing.
Negotiates to procure complex supplies, services, construction, or IT.
Sources new and existing materials.
Ensures purchases of the highest quality merchandise at the lowest possible price and in correct amounts.
Creates purchase orders and manages item administration.
Performs Market Research, Catalog search, and item comparisons.
Creates standard purchase orders from approved requisitions.
Ensures supplier and contract compliance.
Manages the Procure to pay process, including procedures, policies, and guidelines for bid proposals and procurement of goods and services.
Oversees cost monitoring and reporting systems and procedures.
Monitors changes affecting supply and demand, tracking market conditions, price trends, or futures markets for tech purchases.
Monitors expenditures to ensure compliance with City approved policies and procedures.
Identifies, assesses, ranks, and selects suppliers using ERP Cloud Technology.
Performs funds and General Ledger inquiries.
Creates, amends, and stores purchasing documents and data.
Identifies deviations from standards and highlights contract risks.
Captures timely updates to supplier information and proactively responds to changes affecting supplier qualifications, capabilities, or risk.
Recommends CPO approval or denial/termination of contracts after thorough investigative review and analysis.
Develops solicitation strategies and advises on procurements, including ensuring the thorough development of specifications and fee schedules in collaboration with requesting departments.
Collaborates with customer departments and the Office of Departmental Financial Services in procurement planning to ensure compliance with the procurement ordinance.
Supervises sources of supply for certain commodities and obtains information on new products.
Provides staff advisory services.
Uses estimates prepared by subordinates for planning, organizing, and scheduling work.
Works with bidders, contractors, and other vendors to resolve difficulties.
Consults with vendors, personnel in other departments, or the Technology Department to discuss and formulate estimates and resolve issues.
Monitors and applies applicable laws and regulations.
Performs special projects and other duties as assigned.
Supervises a subordinate staff of Contracting and Procurement Specialists, professionals, and paraprofessionals.
Plans work to be accomplished by subordinates, including the implementation of ERP Cloud modules and technology applications.
Ensures compliance with all implementation guidelines for new technologies.
Identifies operational issues associated with ERP Cloud and new technology applications and brings them to the attention of higher-level personnel.
Sets priorities and prepares schedules for completion of work.
Assigns work to subordinates based on priorities, difficulty, requirements, and capabilities.
Evaluates performance of subordinates, including conducting periodic reviews.
Gives advice, counsels, or instructs individual employees on work and administrative matters.
Interviews candidates for positions in the department if requested.
Makes recommendations for appointments, promotions, or reassignment.
Hears and resolves complaints from employees.
Refers group grievances and more serious complaints to higher-level managers.
Recommends minor disciplinary measures such as warnings and reprimands.
Consults specialists on training needs and decides on training problems related to the units supervised.
Identifies developmental and training needs of employees in consultation with the Deputy Chief Procurement Officer.
Provides or makes provisions for employee development and training.