Purchasing & Contracts Manager

Summary

The purpose of this position is to manage all purchasing and contract activity for the Town of Chapel Hill.NOTE: The full hiring range is $76,914.00 - $126,884.00. Based on the candidate's skills and experience, the salary range could be extended beyond the posted midpoint.

THIS POSTING MAY CLOSE WITHOUT NOTICE

Essential Functions

Organizes and directs all bid and procurement activities by reviewing specifications and bid requests for architectural, engineering, consulting and other services; reviews and evaluates draft bid documents; ensures legal compliance with publication of public advertising notices and internal postings; assists departments with the preparation of agenda items related to bid approvals and subsequent purchasing activity for presentation to the Town Council; conducts pre-bid meetings and bid openings; supports departments in vendor identification and bid package development; ensures organization-wide compliance with North Carolina State Statutes, federal requirements, and local policies and procedures including minority-owned business participation goals.

Processes and manages all Town contracts including purchase and service agreements, performance contracts, and change orders; reviews and approves construction, maintenance, and service contracts; secures required electronic and physical signatures, distributes finalized documents, and maintains comprehensive contract files; verifies insurance certifications for compliance and proper coverage limits; ensures funding availability across general ledger accounts; communicates with Town personnel regarding proper contract language, content errors, missing documents and exhibits, and any other matters that would otherwise invalidate submitting contracts and preclude final processing.

Manages and administers disposal of all Town surplus and unclaimed property in accordance with State Statutes; works with Town departments to identify and document items for electronic or public auction; coordinates with the designated external auction agencies to establish parameters for auction activity and address any status changes to property listings in the course of the auction proceedings; maintains records of vehicle and equipment titles; reports the sale or disposal of capital assets to Accounting staff; ensures proper distribution of proceeds from unclaimed property.

Receives, reviews, and processes departmental requisitions generates and reviews purchase order proofs to ensure accuracy and statutory compliance; works with departments to resolve discrepancies or required changes; ensures contracts are completed, when necessary, before converting and issuing purchase orders.

Educates, trains, and assists Town personnel in the application of compliant purchasing policies and procedures; offers ongoing support in preparing and processing procurement and contract documentation; interprets and communicates applicable federal, state, and local purchasing policies; develops and updates Town purchasing policies and procedures to maintain statutory compliance.

Supervises and mentors the Procurement Analyst. offers daily support, coaching, and guidance to improve performance and professional growth; monitors workload and objectives; conducts annual performance evaluations and establishes development goals.

Performs other duties as assigned in support of the Procurement division and departmental goals.

Supervision Exercised:

The work requires supervising and monitoring performance for regular employees

Physical Demands:

The work is typically performed while sitting at a desk with intermittent standing or stooping. The employee uses equipment requiring a high degree of dexterity.

Work Environment:

The work is typically performed in an office environment

Minimum Qualifications

An equivalent combination of education and experience that provides the required knowledge, skills, and abilities to perform the duties.

Knowledge of:

Current principles, practices, and trends in purchasing administration

State and federal laws regarding governmental purchasing and contracting

Governmental bidding and contract administration

Management and supervisory principles and practices

Principles, procedures, and terminology used in financial record keeping

Current principles and practices of quality customer service

Computerized purchasing processing methods

Ability to:

Interpret, explain, and apply procurement policies, procedures, and practices

Evaluate the quality and price of products to judge suitability of goods and/or alternatives offered

Research, compile, analyze, and interpret data

Prepare a variety of clear and concise reports

Perform basic mathematical calculations

Operate office equipment including computers and supporting word processing, spreadsheet, and database application

Communicate effectively both orally and in writing

Plan and organize work to meet changing priorities and deadlines

Establish and maintain effective working relationships with employees, vendors, and the public

Model behaviors consistent with our values of RESPECT

EDUCATION

A bachelor’s degree in accounting, finance, business, or public administration or a related field.

EXPERIENCE

Three years of procurement related experience preferably in the public sector.

CERTIFICATION

Possession of or the ability to obtain a valid driver’s license in North Carolina issued by the state of NC and the availability of private transportation or the ability to provide transportation between job sites is required.

Certified Local Government Purchasing Officer (CLGPO) preferred.