Procurement Manager

Job Description

Definition Plans, organizes, and manages the negotiation, preparation, and execution of contracts, leases, and procurement documents for the District.

Typical Duties Plans, organize, and manages activities related to the negotiation, preparation, and execution of a variety of contracts, leases, and procurement documents for the District including construction contracts, real estate leases, material and supply contracts and education agreements, grant agreements, maintenance agreements, and specially funded program agreements. Develops and implements procedures and work standards for contract, procurement, and leasing activities. Acts as a technical advisor to administrators on the preparation and interpretation of contracts, and modification of technical specifications for the procurement and lease of materials and services in accordance with laws and District policies. Interprets rules, regulations, policies, and procedures pertaining to District contractual, procurement, and leasing agreements and provides technical information to District staff, representatives of other agencies, and prospective bidders. Ensures the most economical procurement of materials and supplies in large quantities based on need, cost, and storage facilities; evaluates the advantages of lot bidding for District-wide procurements; reviews lease versus purchase questions; and makes recommendations thereon. Oversees the development and preparation of technical procurement specifications and formal bidding documents for complex and specialized equipment and services. Studies proposed changes in laws, regulations, rules, and procedures to report on their impact, prepares recommendations, and implements changes. Acts as liaison between administrators, contractors, vendors, and District staff regarding prequalification, bid and contract administration processes and ensures that due diligence requirements are met. Oversees the development of Requests for Proposals (RFP), Invitations for Bids, and Requests for Qualification documents. Effectively utilizes specialized software programs to process contract, procurement and leasing related documents. Supervises and participates in the preparation of reports and correspondence relating to contracts, procurements, and leases. Signs contracts on behalf of the District. Oversees the resolution of complex problems and issues over contractual interpretations and between vendors and users regarding deficiencies in quality of goods or services received by the District. Prepares and reviews contracts for submission to the Board of Trustees. Oversees the development and maintenance of a vendor database. Oversees demonstrations and the testing of products. Directs the development of training sessions for college employees on contracts, procurement, and leasing procedures and practices and participates in training sessions. Directs the maintenance of official files of contracts, construction bids, procurement and leasing agreements, and related documents. Performs related duties as assigned.

Distinguishing Characteristics A Procurement Manager plans, coordinates and manages the procurement activities of the District which include the negotiation, preparation, and execution of a variety of contracts, leases, and procurement activities in accordance with applicable law and policy. A Senior Procurement Specialist performs the more difficult and complex negotiation, preparation, and processing of contracts, leases, and procurement documents for a variety of equipment, materials, supplies, and services for the District and supervises the activities of a procurement unit. An incumbent in this class applies a thorough knowledge of business and contract law in the performance of assigned duties. A Procurement Specialist negotiates, prepares, and processes complex contracts, leases, and procurement documents for a variety of equipment, materials, supplies, and services for the District.

Supervision General supervision is received from the Director of Business Services. General supervision is exercised over professional and clerical staff.

Class Qualifications

Knowledge of:

• Practices and procedures of public and private funding, contracting, and procurement
• District business procedures, processes, and policies pertinent to contracts and procurement
• Practices and principles of business and public administration
• Current trends and developments related to contracts and procurement
• Business law and sections of California State Codes related to contracts, competitive bidding, leasing, and procurement
• Principles and methods of negotiations
• Commodity markets, prices, and sources of supply
• Commodity testing organizations and facilities
• Legal procedures involved in obtaining formal and negotiated bids
• Principles of personnel management and methods of supervision and training
• Principles and practices of organization and management
• Computer systems, software, and hardware used in contracting and procurement

Ability to:

• Effectively manage the contracting and procurement activities of the District
• Negotiate contract terms favorable to the District and in accordance with law and District policies
• Acquire materials at the best price in accordance with law, specifications, quality, and delivery requirements
• Ensure compliance with bid and contract specifications
• Analyze, interpret, and apply statutes and ordinances related to contracting and procurement activities
• Interpret and evaluate complex product and market information relating to procurement, contracting, and leasing practices and procedures
• Confer with operating officials concerning procurement and lease specifications and to modify specifications in cooperation with such officials in accordance with the latest manufacturing and marketing data
• Recognize critical elements of problems, develop and evaluate data, determine strategies and appropriate solutions
• Develop methods and procedures to implement new policies or regulations or improve efficiency of operations
• Integrate technology into business operations
• Anticipate conditions, plan ahead, establish priorities, and meet deadlines
• Express complex concepts effectively, orally and in writing
• Establish and maintain effective and cooperative working relationships with District administrators, staff, vendors, and contractors
• Effectively utilize specialized computer equipment and management information systems in the performance of duties
• Select, motivate, train, and supervise others
• Make clear, concise, and effective oral and written presentations

Travel to on and off-site meetings

Entrance Qualifications Education and Experience: A bachelors degree from a recognized college or university preferably with a major in public administration, business administration, or a related field AND four years of full-time, paid, professional-level experience in contract negotiation and administration and/or procurement. Two years of the required experience must have been in a supervisory position. Special: A valid Class “C” California drivers license is required. Travel to locations throughout the District is required.

Benefits Medical and dental insurance and vision care plans are provided for employees and their dependents. A $50,000 life insurance policy is provided free of charge for each employee. New employees receive 12 full-pay days and 88 half-pay days of illness leave. 19 paid holidays per year. Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days. Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty. Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security. Employee Assistance Program

Selection Process The examination process may consist of one or more parts which may include a training and experience evaluation, written test, performance test and/or oral interview.

Reasonable Accommodations Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class. In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about his or her ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, he or she should always apply for a position and request reasonable accommodation at the appropriate time.