Procurement and Contract Manager

Job Title: Procurement and Contract Manager

Branch or Department: Finance

Reports to: Finance Director

Supervises: Purchasing Coordinator

FLSA Status: Overtime Exempt

Benefits Classification: Full Time

Salary/Wage:$62,400 - $69,784 annually

Work Location: Administrative Headquarters

Work Schedule: Standard M-F 40 hours/week

Hours per Week/Year: 40/2080

Revision Date: February 2025

Open Until Filled

At Mid-Continent Public Library, we:

Imagine. We inspire innovation through curiosity and exploration.

Try new things. We empower what works and learn from the rest.

Lead the way. We connect people to information, ideas, and inspiration.

Welcome all. We embrace new perspectives and listen with humility.

Everything we do, we do together.

Position Overview

The Procurement and Contract Manager controls and coordinates the procurement operation. Responsible for developing, implementing and administering policies and procedures that support the goals of the Finance Department. Identifies sources of supplies, equipment and services and arranges acquisitions through quotes, informal and formal bids and higher-level solicitations. Conducts trend cost savings, avoidance analyses and completes ancillary research. Informs local business community, and departments of procurement policy changes. Monitors and reviews procurement activities for compliance with established policies. As a representative of management, supports the mission, vision, strategic plan, goals and decisions of the Library.

Essential Functions

Tracks and analyzes key functional metrics to reduce expenses and improve efficiencies

Negotiates contracts and agreements with suppliers for goods and services

Compiles Request for Proposal (RFP) and Request for Quote (RFQ) documents in collaboration with internal stakeholders

Prepares and issues purchase orders for equipment, supplies, and capital assets and ensures orders are fulfilled on time

Achieves financial objectives by working with management and staff to prepare the budget, schedule expenditures, analyze variances, and initiate corrective actions

Evaluates and makes recommendations regarding vendor proposals considering quality, delivery, and price

Reviews purchase order requests and contracts for conformance to MCPL policy and procedures and established Federal, State, and Local laws

Prepares and documents purchasing policy and procedure for a decentralized Library purchasing system. Monitors compliance and reports non-compliance to the Finance Director

Analyzes market and delivery conditions to determine/provide present and future goods and services availability

Responsible for vendor follow-up to assure timely receipt of goods in compliance with contracts and agreements

Manages all aspects of material flow to maintain cost control and accuracy of supply inventories, including procurement, scheduling, and delivery

Develops and manages supplier relationships. Identify, develop and manage effective relationships with existing and potential supplies of goods and services to meet the established cost, quality, and delivery targets

Maintains personnel time records and job records

Supervise,coach, conduct check-ins, and perform evaluations for Purchasing Coordinator.

Assists with other Financial services functions for the Library as needed

Maintains up-to-date knowledge of best practices related to the essential functions of the position

Non-essential Functions

Serve on Library Committees

Attend external meetings or conferences

Education and Experience

Bachelor’s Degree or more than 5 years of related experience and/or training Required

2 years of related experience Required

Experience with using financial software applications including purchasing order/requisition systems Required

Experience using Office 365 applications (Word, Excel, Outlook) Required

Required Knowledge, Skills, and Abilities

All successful leaders at MCPL should demonstrate:

Advanced verbal, written, and discreet communication skills with management, coworkers, and the public in a clear, timely, and proactive manner.

Ability to collaborate with Library leadership to effectively develop, adhere to, and work within the constructs of the library’s budget.

Advanced ability to maintain effective and collaborative working relationships with multiple stakeholders.

Reliable, punctual, and flexible with scheduling.

Advanced knowledge of a public library's mission and purpose, ability to provide clear expectations and direction, to manage competing priorities, to evaluate quality of work, and provide feedback and accountability.

Advanced knowledge of department processes and procedures, expert knowledge of Library Professional Ethics, advanced knowledge of the impact of decision-making on MCPL, and demonstrated mature judgment to make department-level/system level decisions.

Advanced proficiency in customer service skills through polite, professional, and collaborative interactions with internal and external customers.

An advanced understanding of the role of MCPL leaders at all levels in creating a welcoming and respectful workplace and library for all.

Additionally, this position requires:

Job Knowledge

Understands the needs of internal customers, willingness to work with the branches and community to provide the best resources

Knowledge of methods and techniques of research and report presentation, researching, benchmarking, trending, projecting, compiling and summarizing a variety of information and statistical data materials

Demonstrated ability to budget, track expenditures, create financial reports at an advanced level

Knowledge of municipal government operations, local, State and Federal laws and ordinances, rules and regulations, procedures, contracts, basic insurance requirements, construction, products and supply sources

Working knowledge of the principles and practices of procurement, materials management, accounting, negotiation, problem solving, communications, specification writing and evaluations

Demonstrates proficiency in understanding, implementing, and explaining library finance related procedures and policies

Ability to discern areas that may require additional focus and proactively adjust workflow

Technology including specific applications, hardware, and coding languages

Advanced knowledge of Office 365 applications including Outlook, Word, Excel, Teams, and Sharepoint necessary to perform the functions of this position at a satisfactory level

Advanced knowledge of Finance, Purchasing, and Inventory software applications

Experience installing/training on financial software applications

Communication

Demonstrates advanced confidentiality and discretion regarding employee information and all administrative matters related to the work assigned

Ability to effectively communicate at an advanced level on the phone, in person, virtually, and via email, with both internal and external customers

Financial/Mathematical

Intermediate knowledge of accounting and bookkeeping

Demonstrates proficiency in understanding and adhering to accounting standards and guidelines

Ability to effectively maintain financial records and reporting

Teamwork

Advanced knowledge of the importance of Teamwork and collaboration within departments

Demonstrates advanced proficiency in the ability to maintain effective working relationships with others

The ability to follow directions from multiple sources within the Finance department, related to their individual areas of responsibility while maintaining collaborative relationships within the Finance team as well as others system-wide, exhibits satisfactory performance in this position

Decision Making

Advanced knowledge of department processes and procedures are necessary to ensure proper decision-making

Demonstrates mature judgment and sound decision-making skills

Ability to modify workflows depending on daily demands, obligations and tasks demonstrates a satisfactory level of performance in this position

Age Requirement:

Must be at least 18 years of age

Motor Vehicle Requirement

Possession of a valid driver’s license and a reliable personal vehicle for use in carrying out the duties of this position including transportation of materials and equipment (mileage reimbursed).

Possesses the ability to drive MCPL vehicle according to company policy.

Work Environment

(Indoor) Works primarily indoors with prolonged periods of sitting at a desk, working on a computer, and must have a reasonable tolerance for dust, mold, scents, allergens, and communicable diseases which enables the employee to handle library materials, work in older buildings and interact with coworkers and the public.

Essential physical abilities to be accomplished with or without reasonable accommodation are:

Daily (greater than 50% of the time)

Standing (up to 1 hour at a time)

Walking (even ground)

Lifting 1-10 pounds

Sitting

Receiving Communication and Instructions (vision, reading, hearing)

Conveying Communication and Instructions (Speaking, writing)

Using computer data entry tools - keyboard, mouse, touchscreen, scanner

Frequently (up to 50% of the time)

Pushing/Pulling 1-10 pounds

Occasionally (approximately 1-2 times per month)

Pushing/Pulling 11-40 pounds

Bending/Stooping

Rarely (1-5 times per year)

Standing (more than 1 hour at a time)

Walking (variable surfaces)

Lifting 11-25 pounds

Lifting 26-40 pounds

Lifting 40+ pounds

Pushing/Pulling 26-40 pounds

Pushing/Pulling 40+ pounds

Kneeling

Reaching above shoulder

Climbing stepstools

Climbing ladders

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as required to meet the ongoing needs of the organization.

All applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, protected veteran status, or other protected class in accordance with applicable federal, state, and local laws. Any applicant requiring an accommodation should contact the Mid-Continent Public Library Human Resources Department at .

Applicants will be considered for employment opportunities on the merits of their skills and experience related to the position sought. Employment offers are conditional upon submitting a criminal records check, identity verification, and national sex offender registry check. Applicants will not be denied employment solely or in part because of a prior conviction, unless MCPL determines the conviction is job-related. If a background check yields information that is of concern to MCPL, the applicant will be given an opportunity to review the background check findings and present information regarding inaccuracy, mitigating circumstances, and rehabilitation.