Purchasing and Contracts Manager

Make a difference in the community you live in! As a Community Builder—an employee with the City of Gainesville— you will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors. Working for local government is more than a job, it’s a chance to contribute to community success and to help enhance the Gainesville way of life.

Job Description:

SUMMARY

This is managerial work planning, directing, coordinating and administering the programs and activities of the assigned Procurement Division as well as oversight of the development and management of major contracts and interlocal agreements throughout the City of Gainesville.

Positions allocated to this classification report to a designated supervisor and work under general supervision. Work in this class is distinguished from higher classes by its contract specialization and procurement focus and from lower classes by its managerial tasks.

EXAMPLES OF WORK

This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position.  The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job.  Performance of lower-level duties may be required.

ESSENTIAL JOB FUNCTIONS

Plans, directs, coordinates and administers all activities and personnel of the assigned Procurement Division in accordance with all applicable laws, rules, and regulations. Makes corporate purchasing strategy recommendations to top management.

Directs the solicitation of competitive bids and proposals, which would include organizing and/or assisting in developing the necessary specifications, scope of work, terms and conditions to be included in the formal bid request package or sole source negotiated procurement.

Participates or assists in the negotiation and preparation of contractual agreements that provide the most advantageous position for the City; reviews language and prepares modifications and re-drafts as required.

Analyzes and interprets contracts, agreements, leases, and terms and conditions incorporated in purchase orders to assure clarity, protection and enhancement of the City’s interests. Manages supplier base, maintains sourcing information; evaluates and selects potential suppliers who can provide a competitive advantage.

Develops and maintains a master list of all contracts, agreements and leases together with a schedule of their expiration and notice requirement dates.

Ensures that all aspects of a contract are completed on time and as promised – coordinates approvals and negotiations with appropriate management and staff.

Serves as the primary contact for departments and vendors – manages, oversees, and builds relationships with departmental and vendors.

Manages and administers existing contracts by determining compliance through performance monitoring

Negotiates and develops amendments and revisions to contract scopes and specifications.

Resolves non-compliance issues by investigating and resolving contract-related discrepancies, complaints, and disputes between all involved parties; canceling or terminating contracts and negotiating settlement agreements; resolves appeals and claims

Provides advice on all facets of contract development, administration and management

Provides contract information in response to inquiries from the City Commission, management, vendors and other stakeholders

Monitors contract and agreement reviews and approvals throughout the workflow process to ensure timely completion and execution.

Notifies departments in advance of contract/agreement/lease termination dates and works with City staff to prepare contract renewals or to send termination notices, as applicable.

Notifies Accounting and Grants of new contracts and leases that will provide revenue and provides applicable payment schedules as well as assisting Accounting staff with quarterly reviews of active contracts, agreements and leases.

Maintains records to support purchasing policy compliance. Prepares reports and analyses on purchasing activities including small and minority business spending, procurement card activities, small dollar spending, contracts, supplier and buyer performance, and industry benchmarks.

Maintains a constant awareness of market conditions, availability and costs of equipment, materials and services as needed.

Provide training and counsel to user departments. Conducts workshops; receives and answers requests for information regarding purchasing services.

Responds positively to changes in customer needs and business conditions.

Keeps abreast of industry trends; uses best practices where appropriate; works to continuously improve processes.

Recommends and implements procurement policy changes for the City that are in keeping with the City’s objectives and industry trends.

Provides a leadership role with respect to all matters concerning City contracts and processes.

Provides research, guidance and analysis for various special reports.

Recommends selection, promotion, discharge, and other appropriate subordinate personnel actions.

Provides training and instruction to subordinates.

Attends work on a continuous and regular basis.

EDUCATION AND EXPERIENCE

Graduation from a four year accredited college or university with major course work in public administration, business administration, purchasing management or related field of study; and five years of purchasing administration experience in related area or any equivalent combination of education and experience.

CERTIFICATIONS OR LICENSES

Licenses

None.

Certifications

CPPO or CGCO preferred.