Procurement Director

Location:1 Hamilton County Square - Noblesville, Indiana, 46060

Hamilton County is one of Indiana’s fastest growing, highest educated and wealthiest counties in the state and the Midwest. Two-thirds of the workforce lives and works in the county -- a percent that has remained constant since 2010. Hamilton County is continually recognized in rankings ranging from “Best Cities to Relocate To” and “Best City to Raise a Family” to “Healthiest County in Indiana” and “Happiest Suburbs in the Nation”. Come be a part of all Hamilton County has to offer as we work together to serve the citizens of Hamilton County.

Job Description:

POSITION DESCRIPTION

COUNTY OF HAMILTON, INDIANA

POSITION: Procurement Director

DEPARTMENT: Legal

DIVISION: Procurement

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F

STATUS: Full-time

FLSA STATUS: Exempt

HOULRY RATE: $50.6388 per hour

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Hamilton County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential function of the job unless the accommodations would present an undue hardship.

Incumbent serves as Procurement Director for Hamilton County Legal Department, responsible for directing and managing the procurement of goods and services for the County.

DUTIES:

Oversees procurement process from start to finish.

Coordinates and directs complicated purchasing processes and procedures on behalf of Board of Commissioners of Hamilton County and acts as the main resource for colleagues throughout the procurement/purchasing procedure. Administers purchasing policies and procedures, involving procurement for capital projects, purchasing of equipment/material, and other similar items.

Supervises and directs support staff, including providing training, planning, and delegating work assignments.

Acts as “Purchasing Agent” for the County of Hamilton, Indiana pursuant to I.C. 5-22-4-5 and will be responsible for procurement as directed by the Board of Commissioners, County Attorney and/or the Chief Compliance and Internal Controls Officer.

Acts as Owner’s Representative to the County and assists in overseeing of projects carried out by the County. Participates and potentially directs planning, design, construction, and commissioning of multiple capital projects at one time. Oversees closeout phases of various projects. Provides written oral updates as required.

Serves as Title VI Coordinator, overseeing compliance with Title VI requirements to ensure non-discrimination across all County operations and programs.

Represents the division of Business Operations in meetings to keep team members and colleagues apprised of purchasing/procurement process and project status. Serves as liaison for internal project teams, keeping all individuals involved informed and knowledgeable of procurement progress.

Serves as contract manager and administrator, working with the Legal Division to oversee compliance with contracts and conduct contract maintenance. Maintains strong supplier relations while monitoring vendor performance and professionally resolves issues and concerns as they arise. Coordinates logistical and administrative portion of County contracts, such as project scheduling/timing, payment timing, identifying sources of payment, managing claims, and ensuring insurance requirements are met.

Makes purchasing policy recommendations to improve the efficiency of the procurement process for the County.

Monitors, reviews, and analyzes bids and quotes with suppliers and advises the County Attorney during contract negotiation and drafting.

Oversees and evaluates sources for purchasing of supplies and services and conducts thorough research in identifying prospective suppliers. Conducts purchasing for County within strict budget restrictions and performs purchasing under the direction of the Board of Commissioners and/or their designee, including expectation to streamline costs when applicable.

Reviews prepared bids, quotes, and RFPs/RFQs and offers guidance as required to the Board of Commissioners, including informing them throughout their decision-making process.

Participates in competitive contract negotiations with vendors in coordination with the County Attorney. Assists the County Attorney in reviewing contracts for accuracy.

Facilitates RFP, RFQ, RFPQ, RFI, and RFG evaluations and attends decision-making committees to provide information as needed.

Conducts reviews of all purchase orders upon completion and works with the Legal Division to ensure compliance with state and public procurement laws and the policies set forth by the County.

Coordinates with County departments and department heads to ensure purchases adhere to policies set forth by County and within the limitations of department budgets. Directs and manages the County’s vehicle enterprise system, procedures to purchase/lease vehicles, and maintaining inventory.

Develops and circulates manuals to County employees detailing the purchasing/procurement policies of the County and applicable state laws. Maintains buyer policy manuals and revises as needed. Provides annual informational meetings for County officials/employees concerning the County’s purchasing policies.

Maintains thorough knowledge of the market and remains up to date with the current prices and fair rates for goods and services. Attends vendor fairs and expositions to stay abreast of changes in product offerings.

Maintains confidentiality at all times and throughout all stages of the procurement process as required.

Performs related duties as assigned.

I. JOB REQUIREMENTS:

Bachelor's Degree in Business Administration, Procurement Studies, Construction Management, Public Administration, or a related field required, a Master's Degree in one of these fields is preferred, including a minimum of five (5) years of work experience, with at least two (2) years in a management role.

Must be customer service focused and driven with the ability to problem solve, negotiate, prioritize, and organize.

Thorough knowledge of public procurement laws ordinances and policies is required, including knowledge of public accounting practices and procedures as they relate to governmental procurement.

Thorough knowledge of federal, state, and local laws governing purchasing/procurement processes and policies with the ability to effectively communicate these processes and policies to elected officials.

Practical knowledge of standard accounting practices and ability to read and interpret financial documents related to purchasing and projects.

Working knowledge of Hamilton County Legal Department policies, procedures, and legal requirements.

Working knowledge of word processing, spreadsheets, database, electronic mail, intranet, and website development and ability to use and work with Department specific software applications, including Microsoft Suite and Windows operating system.

Working knowledge of standard English grammar, spelling, and punctuation with ability to prepare correspondence, detailed reports, and prioritize deadlines.

Ability to supervise and direct support staff, including providing training, planning, and delegating work assignments.

Ability to effectively communicate orally and in writing with co-workers, other County departments, vendors, County Commissioners, business proprietor, state inspectors, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ability to count, compute and perform arithmetic calculations.

Ability to properly use standard office and Department equipment including, computer, printer, copier, calculator, and telephone.

Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate or hostile persons.

Ability to provide public access to or maintain confidentiality of Department and County information and records according to state requirements.

Shall comply with all employer and Department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to provide diplomatic and respectful customer service, handling occasional encounters with difficult individuals.

Ability to work alone and with others in a team environment and maintain appropriate, respectful interrelationships with co-workers, work on several tasks at the same time, often under time pressure, and complete assignments amidst frequent distractions and interruptions, and to receive and act on constructive criticism.

Ability to regularly work extended hours, weekend, and/or evening hours and travel out of town for conferences, sometimes overnight.

Ability to respond to emergencies on 24-hour basis.

II. DIFFICULTY OF WORK:

Incumbent performs a broad range of duties involving complex and complicated considerations and problems. Incumbent must frequently created new approaches to deal with unique and novel circumstances that occur.

III. RESPONSIBILITY:

Incumbent’s performance may have a major impact on overall department operations and functions, and work is reviewed for attainment of objectives, compliance with applicable laws and regulations, and continuing effectiveness of position. Unusual problems or situations are discussed with supervisor.

IV. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, vendors, County Commissioners, business proprietor, state inspectors, and the public, for purposes of exchanging and explaining information and policies and rendering service.

Incumbent reports directly to Chief Compliance and Internal Controls Officer.

V. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs a majority of duties in a standard office environment involving sitting/walking at will, sitting/standing/walking for long periods, lifting/carrying objects weighing up to 25 pounds, bending, crouching/kneeling, close vision, keyboarding, hearing sounds/communication, and speaking clearly.

Incumbent is regularly required to work extended hours, weekend, and/or evening hours and travel out of town for conferences sometimes overnight. Incumbent is required to respond to emergencies on 24-hour basis.

APPLICANT/EMPLOYEE ACKNOWLEDGEMENT

The job description for the position of Procurement Director for Hamilton County Legal Department describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description, and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Hamilton County is an Equal Opportunity Employer. We participate in E-Verify.

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