Senior Procurement Compliance Administrator

Description *Notice of Change : This recruitment is open until filled.

Salary : $, - $, Annually

We are currently accepting applications to fill one full-time Senior Procurement Compliance Administrator vacancy in Santa Barbara.

The current vacancy is in the General Services Department Procurement Services Division. This job classification is a Procurement & Contracts Management Professional Senior in the leadership series.

THE POSITION : Under general direction of the Chief Procurement Officer, the Procurement Compliance Manager is a working manager role that is involved in all business areas of the division, and performs, plans, organizes, coordinates, and directs the County’s purchasing services activities.

• Responsibilities of the position include managing the purchasing programs to ensure compliance requirements are met, identifying and mitigating risk by working with the buyers and department purchasing and contract specialists to develop solicitations and contracts;
• assisting the Chief Procurement Officer or designee with audits for contract compliance, resolving issues with departments, responding to inquiries from management, suppliers, and others, investigating and preparing recommended responses to bid / proposal protests, recommending updates to purchasing policy, procedure, and ordinances;
• coordinating purchasing compliance training and activities with other county departments; training, supervising and evaluating assigned personnel;

performing other duties as required.

This position is responsible for ensuring all County contracts for goods, and professional services and all solicitations are in compliance with federal, state, and county requirements.

The position is required to maintain strong professional relationships across county departments, vendors, the public and other regulatory agencies.

In this role, the incumbent will provide guidance and leadership to the Procurement team, daily customer service, and oversight of complex assignments requiring knowledge of purchasing policies, contract management, solicitation processes, ordinances and laws, US Postal Service regulations, and fixed asset and accounting policies.

In addition to the supervisory role, the incumbent will be responsible for monitoring changes in laws or policies that impact procurement, contracting, mail services and surplus operations and ensuring appropriate changes are implemented and communicated.

The Ideal Candidate will possess :

• Relevant certifications such as, Certified Public Procurement Officer (CPPO), Certified Professional Buyer (CPPB), or Certified Purchasing Manager (CPM)
• Experience as an effective trainer and facilitator
• Experience with strategic sourcing of goods and services
• Experience in database administration and management, reporting and analytics
• Experience in developing and managing processes for requests for proposals (RFP), requests for quotes (RFQ), request for information (RFI), bids both formal and informal, quotes, as well as contract formulation, compliance and administration
• Experience with an e-procurement system, the Workday Enterprise Resource Planning (ERP) software or other ERP systems
• Experience managing special projects and presenting ideas to senior management
• Detail-orientated with a strong sense of personal responsibility and ownership of work product
• Excellent interpersonal skills with demonstrated ability to communicate effectively both verbally and in writing with internal and external customers and suppliers
• Demonstrated professional experience drafting board letters, closed session memos, or similar documents seeking approval from public agency or other governing bodies
• Familiarity with public contracting in a governmental setting, with a focus on public project contracting processes

Examples of Duties

• Leads the Procurement team and participates in daily operations, and provides training, guidance, and general oversight to staff.
• Manages and is responsible for complex rating, billing, reconciling, and database management related to mail service operations, coordination of surplus operations and related fixed asset management, and the development of policies, procedures, documentation and communication for these services across the county.
• Plans and monitors purchasing orders and requisition; drafts internal / external correspondence; assists with the development of solicitation processes;

reviews and issues RFPs, RFIs, and RFQs; ensures compliance with Federal, State and County Purchasing requirements, US Postal Service regulations and Surplus Property requirements.

• Serves as the Buyer for large and complex purchasing transactions; keeps abreast of changes in regulations, current trends, product information and practices regarding professional purchasing.
• Ensures, upholds, and models sound ethical standards for purchasing staff and communicates and explains them to customers, vendors and other County staff.
• Administers the budget and financial reporting for Procurement Services and prepares budget requests and supplemental materials.
• Maintains records and prepares reports and correspondence.
• Serves as a primary resource for customers, vendors, and staff to interpret policies and procedures, Federal and State procurement statues, assessing client needs and providing dispute resolution when necessary;

participates in public outreach with the goal of increasing vendor participation.

• Interprets County and departmental policies, County codes, state statutes, and regulations governing purchasing activities and the awarding of contracts.
• Reviews procedure manuals and training materials to ensure that changes in law, policy, and procedure are properly reflected on the Purchasing Department’s Web page and in all published materials.
• Audits procurement activity for compliance; enforces County, state, and federal regulations, laws and ordinances, and recommends corrective action in cases of non-compliance.
• Prepares Board Letters and related supplemental paperwork in support of board reports on procurement activity, and contracts for Board approval.
• Develops and presents regular training sessions for County staff.

Employment Standards

The knowledge, skills, and abilities listed below may be acquired through various types of training, education, and experience.

A typical way to acquire the required knowledge and abilities would be :

Bachelor’s degree in business administration, public administration, purchasing or related field AND Four () years of progressively responsible experience involving planning, analysis, coordination, and evaluation in the field of procurement.

Additional Requirements : Possession of a valid California Class C Driver’s License may be required.

Knowledge of :

• Principles and practices of leadership, motivation, team building and conflict resolution.
• Standard and accepted methods of writing requests for proposals, selecting consultants and negotiating contracts.
• Principles and practices of public administration and principles of organization, management, and staffing.
• Pertinent local, state, and federal laws, guidelines, regulations, and statutes.
• Principles and practices of public finance, budgeting, and fiscal control.
• Principles and practices of public human resources.
• Principles and techniques to plan, develop and coordinate comprehensive local government public relations, communications, and media relations programs.
• Standard research techniques, including the use of surveys and questionnaires.
• Principles and techniques of administrative analysis, including workload measurement, workflow and layout, work simplification and systems and procedure analysis.
• Principles and practices of local government, including county administration, organization, programs, and functions.
• Modern office procedures, methods, and computer equipment.
• Computer software, including word processing, spreadsheet, presentation, and database applications.
• English usage, spelling, punctuation, and grammar.

Ability to :

• Read, analyze, evaluate, and summarize written materials and statistical data including reports, financial reports, and budgets.
• Compose, coordinate, and edit a variety of educational, informational, and promotional materials for dissemination and use by the County, other agencies, news media, and the general public.
• Apply the principles and practices of motivation, team building and conflict resolution.
• Obtain information through interview process; successfully accomplish multiple assignments; deal firmly and courteously with the public.
• Determine effective method of research; compile data and present it in a form most likely to enhance understanding.
• Prepare reports, statistical data, forms, questionnaires, and surveys.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
• Interpret and apply pertinent local, state, and federal laws and regulations.
• Analyze situations quickly and objectively, apply appropriate elements of decision making and determine the proper course of action.
• Effectively deal with high levels of ambiguity and possess the ability to navigate through the ambiguity.
• Exercise initiative, sound independent judgment, tact, sensitivity, and discretion and maintain confidentiality within established guidelines.
• Collaborate with various community groups in a tactful and effective manner.
• Communicate clearly and concisely, both orally and in writing.
• Make effective presentations to the community and the media.
• Understand, interpret, explain, and apply complex rules and procedures.
• Analyze systems and administrative and management practices and identify opportunities for improvement.
• Establish and maintain effective working relationships with a diverse range of individuals, including but not limited to coworkers, subordinate staff, supervisors, other managers, professional agencies, and the general public.
23 days ago