Deputy Director of Contracts and Procurement (Purchasing)

POSITION SUMMARY:

Responsible for the day-to-day procurement of goods and services pursuant to any and all legal, policy and procedural requirements and within limits established by the Board of Commissioners which shall include but not be limited to the County of Berks Budget. This position performs the more complex and technical tasks of Invitation to Bid & Request for Proposal preparation and administration and preparing and reviewing product specifications and handles or assists with various contract negotiations, as assigned by the Director.  In addition, the position is responsible for general procurement tasks including review of requisitions and/or purchase orders for accuracy, sourcing, soliciting quotations, price analysis, and procurement of goods and services.  This position will supervise purchasing/procurement staff, on a daily basis, including the organization, direction, and supervision of the procurement of a wide variety of commodities and services at the discretion and direction of the Director.  Work requires frequent contact with vendors and department representatives.  This position is responsible to implement the procurement strategy set by the Director in accordance with all appropriate legal and ethical requirements. This position works with the Budget and Finance Team to ensure procurement requests are for items contemplated and approved in the annual budget and long-term capital plan. Duties are performed with considerable independence and independent judgment. The position reports to/is supervised by the Director. 

POSITION RESPONSIBILITIES:

Essential Functions

• Prepares documents, advertises, and administers Invitations to Bid (ITB), Request for Proposals (RFPs), Statements of Interest (SOIs) and Surplus Sales as assigned.  Analyzes vendors’ bids and makes recommendations to the Director to award contracts as the result of the public solicitation process.  Conducts pre-bid conferences with prospective bidders in complex purchases; functions as the chairperson of RFP evaluation committees; provides technical expertise concerning contract specifications and presides at bid and proposal openings. 
• Prepares high level, Requests for Quotation (RFQ), and obtains vendor quotations.  Evaluates quotations using price comparison methods; calculates the effects of transportation, minimum orders, discounts, and lead times; and identifies the responsive, responsible vendor providing the lowest cost quotation.
• Procures the more complex and technical goods and services required by the County, in a cost-effective manner and within the parameters of established regulations and procedures, determining whether to seek alternate supplier sources and/or competitive solicitations. This shall include procurement negotiation as applicable and competitive analysis of such requests, i.e., lease vs. buy etc. 
• Assist in the allocation of requisitions and approval of purchase orders and assigned contracts.
• Provides guidance and work direction to the Procurement Manager, Contracts Manager, Buyers, and Sr. Contract Coordinators; develops and trains Purchasing staff.
• Management of Purchasing (procurement) staff that includes assisting the Director in the assignment, guidance, and work direction as well as handle and/or assist with the development and training of staff. This includes but is not limited to review of work product, performance evaluations, recommends discipline, implements discipline procedures as directed, mediates, and resolves problems encountered by purchasing staff. 
• Review, prepare, compile and/or participate and/or handle negotiation of various contracts. 
• Ensure execution of departmental objectives and strategic plan; assist in management of priorities; interpret purchasing policy, rules and regulations governing procurement activities, based upon the directive of the Director. This shall include but not be limited to Request for Quotes, Invitations to Bids, Request for Proposals, Statements of Interest and Contracts/Agreements.
• Assist in the administration, management, and support of ERP System, which currently consists of Oracle iProcurement, Purchasing, iSupplier, Contracts, Sourcing and SplashBI.
• Assist in the training of County department end users in public procurement requirements and/or procurement ERP modules. This shall also include updating of training documents as needed.   
• Assist in the review of the contract agenda.
• Assist in the development of agendas and actively leads as needed staff meetings.
• Assist with the development, monitoring, and management of the department annual budget. 
• Research and monitor market conditions in order to make educational recommendations and changes to solicitations and agreements.
• Assist in the oversight, support and planning for the Procurement Card program.  Handle day to day transactions for the p-card program as needed to supplement current store on in the event of staff absence.   
•    Assist Director with compilation of data needed for reports including but not limited to procurement metrics.
•    Update Facilities, Parks and Jail meeting agendas and notes, post meeting and send out as needed.
•    Participate in Department of Emergency Services exercises and assist with compilation of the department’s COOP plan.
•    Update process and procedure documents as assigned by the Director. 
•    Review and approve Surplus Property Disposition forms and provide a copy to the Controller’s Office  
• Maintains professional liaisons with sales agents and vendors to stay up to date on new products and product specifications.  Research market to find new and current contracts and new suppliers of goods and services used by the County.  Assists in educating vendors on how to do business with the County. 
• Participate in the Berks County Cooperative Purchasing Council (BCCPC), the Southeastern Pennsylvania Counties Cooperative Purchasing Board (SPCCPB), and the Pennsylvania Public Purchasing Association (PAPPA) in the absence of or at the direction of the Director.
• Participates in appropriate professional activities in order to stay current with developments in the field of governmental/public procurement functions.
• Duties, tasks, and projects as assigned by the Director.

MINIMUM EDUCATION AND EXPERIENCE:

• Bachelor’s degree in business administration, public procurement, or public administration and 7 years of relevant experience.
• Five years of recent purchasing experience in a public sector organization with at least $50 million of purchases annually and at least 20 user departments.  Purchasing experience must have included Contracts, Invitations to Bid and Requests for Proposal.  Prefer above notated public procurement experience to be within the Commonwealth of Pennsylvania* and to include procurement of goods and services utilizing federal funds. 
• Possession of Certified Professional Public Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) certification by the National Institute of Governmental Purchasing or Certified Purchasing Manager (CPM) certification by the Institute of Supply Management, or eligibility for and attainment of certification within six months of hire.
• Any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES:

• Extensive knowledge of large-scale public procurement policies, procedures, best practices, and regulations.
• Thorough knowledge of general law of contracts and Article 2 of the Uniform Commercial Code.
• Experiencing in procuring goods and services using federal, state, and local funds.  
• Experience accessing and interpreting code, laws and regulations and applying requirements to public procurement.  This shall include The County Code (Commonwealth of Pennsylvania) and Federal Acquisition Regulation (FAR).
• General knowledge, understanding and experience utilizing publicly solicited and awarded cooperative contracts that are able to be utilized by the County of Berks. 
• Ability and willingness to communicate with tact and diplomacy and frequently function in difficult situations requiring instructing, persuading, negotiating and motivating people; establish and maintain cooperative and effective relationships with people of all organizational levels, vendors, and the general public; act as liaison to advise and/or resolve differences between Purchasing, agencies/departments, and/or vendors.
• Ability and willingness to procure without prejudice, seeking to obtain the maximum, ultimate value for each dollar of expenditure.
• Ability and willingness to use good judgment in decision-making and to adhere to the highest ethical standard while performing purchasing functions.
• Working knowledge in ERP procurement platforms, Microsoft Office products (Excel, Word, Access), Lotus Notes and the Internet.
• Excellent oral and written communication skills.
• Ability and willingness to multi-task in a stressful environment and set priorities and meet deadlines.  Shall include strong time management skills.
• Decision-making, analytical, and problem-solving skills.
• Organized, self-motivated, detail-oriented, and able to work independently.

PHYSICAL DEMANDS:

While performing the duties of this position, the incumbent will frequently be required to sit for extended periods of time, stand, walk, talk, or hear, and work with office equipment and work with electronic media which can create eye strain. Occasionally, the employee will be required to lift or carry up to 25 lbs. Ability to work extended hours, when needed. 

WORKING ENVIRONMENT:

Normal office environment.  Position requires periodic travel to satellite County locations and to alternate locations for meetings and trainings throughout the year.  Incumbent needs access to transportation.

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.