Contracts & Procurement Director

JOB TITLE: Contracts & Procurement Director FLSA: Exempt

DEPARTMENT: Contracts & Procurement DATE: May 7, 2025

REPORTS TO: County Administrator PAY GRADE: N7

POSITION SUMMARY:

Responsible for planning, organizing and managing County-wide purchasing and contracts administration services; performs the full range of purchasing, negotiation, contracting and expediting activities.

ESSENTIAL FUNCTIONS:

This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.

Responsible for planning, developing and implementing policies and procedures for negotiating and entering into contracts to procure services, supplies and equipment for county departments at prices and quality standards that best benefit the county.

Directs and ensures the proper procurement of goods, services, materials, supplies, and equipment according to the Purchasing and Contracting Policies and Procedure’s Manual and procurement ordinances; conducts negotiations affecting purchases, prices, terms and delivery of services or purchase of goods, supplies, and equipment.

Develops and implements goals, objectives, policies, procedures and work standards for the department; prepares and administers the department's budget and monitors expenditures.

Plans, organizes, assigns, supervises, reviews and evaluates the work of assigned staff; trains staff and ensures professional development.

Recommends selection of staff; administers discipline as required.

Analyzes requisitions and requests for purchase to determine the types of materials, supplies, equipment or services required; ensures that such requests are complete, and that proper authorization has been obtained.

Confers with the requesting department to ensure that order parameters are understood and to provide information regarding professional services, products, suppliers, delivery and pricing.

Directs the preparation of or prepares requests for proposal, specifications and negotiations for professional service contracts.

Obtains verbal or written price quotations or prepares formal specifications and bid packages as required; arranges for the duplication and distribution of such materials.

Analyzes bids, recommends award and prepares the necessary documentation and agenda materials for contract awards; confers with legal staff regarding contract provisions.

Interviews vendors, attends demonstrations and obtains samples and literature from potential suppliers; obtains comparative data regarding price, quality, quantity, availability and delivery of materials, equipment and supplies; recommends sources of supply.

Places orders with vendors and negotiates changes to purchase terms as required; follows-up for contract renewal upon expiration dates.

Resolves purchase order, invoicing and delivery complaints and problems; follows-up and authorizes modifications to ensure that County staff receives materials and supplies of appropriate quality and quantity in a timely manner.

Conducts pre-bid meetings; informs vendors and contractors of County and/or using agency policies, procedures, insurance and bonding requirements and other matters related to doing business with the department or agency; ensures compliance with such policies and procedures.

Conducts or directs the conduct of analytical studies; evaluates alternatives and recommends policy and procedural changes to meet defined needs.

Maintains or directs the maintenance of accurate records and files.

Demonstrates courteous and cooperative behavior when interacting with public and staff; acts in a manner that promotes a harmonious and effective workplace environment.

Adds and removes insurance on all county assets.

Orders fuel cards for vehicles and provides pin numbers for employees.

Advises and directs new county personnel of policies and procedures related to purchasing.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience:

Bachelor's degree in business administration with a concentration in accounting or a closely related field, AND three (3) to five (5) years of professional purchasing and contract administration experience, preferably in a supervisory/managerial role, OR a reasonable combination of experience, education and training which provides the required knowledge, skills and abilities.

Required Knowledge and Skills

Knowledge of:

Principles and practices of public purchasing, including competitive bidding practices.

Standard vendor, price and purchasing reference sources for materials, equipment and supplies.

Principles and practices of contract negotiation and administration.

Principles and practices of budget development and administration.

Administrative principles and practices, including goal setting, program development, implementation and evaluation, and the management of employees.

Principles and practices of developing teams, motivating employees and managing in a team environment.

Applicable laws, codes and regulations.

Computer applications related to work.

Records management principles and practices.

Techniques for dealing with a variety of individuals from various socio-economic, ethnic and cultural backgrounds.

Principles and techniques of making effective oral presentations.

Correct business English, including spelling, grammar and punctuation.

Skill in:

Planning, organizing and administering contract administration and purchasing services.

interpreting and applying complex regulations, procedures, specifications and purchasing documents.

Efficient and effective purchasing with regard to quality, quantity and price.

Reading and interpreting purchase requests, specifications, contracts, complex legal documents and other written materials.

Planning, organizing, supervising, reviewing and evaluating the work of others.

Training others in policies and procedures related to the work.

Developing and implementing goals, objectives, policies, procedures and work standards.

Developing effective work teams and motivating individuals to meet goals and objectives and provide customer services in the most cost effective and efficient manner.

Interpreting, applying and explaining complex federal, state and local laws related to the areas of responsibility.

Preparing clear and concise reports, correspondence and other written materials.

Using initiative and independent judgment within general policy guidelines.

Using tact, discretion and prudence in dealing with those contacted in the course of the work.

REQUIRED CERTIFICATES, LICENSES, AND REGISTRATIONS:

Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.

None.

PHYSICAL DEMANDS & WORKING ENVIRONMENT:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mobility to work in a typical office setting and use standard office equipment; stamina to sit for extended periods of time; strength and agility to lift and carry up to 20 pounds; vision to read printed materials and a computer screen, and hearing and speech to communicate over the telephone, radio and in person.