Procurement Manager

Directs and administers the City’s centralized procurement function, including construction, professional services, capital equipment, supplies, and services procurement. Responsibilities include developing and implementing procurement policies, ensuring compliance with applicable federal, state, and local laws, overseeing procurement processes and contracts, and providing procurement guidance and support to City departments. Work is performed with considerable independence in managing the City’s procurement functions.

This position may also provide supplemental support to Finance related to budget monitoring, reporting, analysis, and other assigned financial processes.This list may not include all tasks and/or knowledge which may be expected of the employee, nor does it cover all specific duties which may be required. Other duties may be assigned.

• The primary focus of this position is leadership and administration of the City’s procurement functions. Supplemental budget and financial support responsibilities may also be assigned as needed.
• Directs all aspects of City procurement including construction, professional services, term contracts, service agreements and procurement of routine supplies.  Reviews, analyzes and resolves highly technical and complex procurement problems.
• Determines the method of procurement based on the application of procurement policies of the City and ensures city-wide compliance by establishing and monitoring appropriate internal controls.
• Adheres to accepted professional ethics standards and applicable City, State, Federal and The Institute for Public Procurement (NIGP)  policies and best industry practices.  Trains staff on these topics and monitors their compliance with same. 
• Oversees contract administration of multi-year projects and construction projects.  Periodically reviews contracts to ensure adherence to qualifications, measures and financial constraints.
• Assigns and reviews work of subordinate personnel; provides coaching and training to enhance professional growth including resources and encouragement to achieve certification in their chosen field.   Enhances and measures the performance of staff and maintains superior customer service throughout the organization.
• Exercise the authority to make recommendations concerning employment, dismissal, reprimands and related actions in consultation with Human Resources.
• Supervises and reviews State and Federal grant requirements relative to procurement using State and Federal funds and monitors procurement to ensure compliance.
• Cultivates vendor relations and oversees the maintenance of the City vendor list to generate competitive bids and proposals.   Provides a public office of purchasing relations for the benefit of the public and those wishing to do business with the City.
• Maintains relationships with municipal procurement associations and other governmental entities, including the State of Illinois in order to keep the City abreast of current legislative requirements, governmental contracts, cooperative bids, training opportunities, and industry practices which may benefit the City.
• Maintains emergency agreements and procedures with vendors and other governmental entities for disaster preparedness.
• Maintains and observes developments in the field of purchasing, prices, market conditions and new products; secures for the City the benefits of research conducted in the field of purchasing by other governmental jurisdictions, national organizations and by private business and organizations.
• Assists in preparing written scope and specifications that will best serve the interests of City departments.  All specifications shall be definite, certain and shall permit free and open competition.
• Conducts all formal solicitations and reviews and assists in negotiating contracts as appropriate within budgetary limits and scope of authority.  Maintains copies of all solicitations and responses to such.  Maintains working copies of City contracts.
• Oversee and coordinate the disposal of City surplus and scrap property.
• Advise on procurement issues and educates the Public, City Council, and City Manager. 
• Communicate regularly with Finance management regarding all procurement matters. 
• Coordinates and assists with City department heads and employees in providing information on budgets and purchases; emergencies and repairs; current industry practices and standards.
• Writes, edits, reviews and approves Procurement & Council Memos. Assists Departments and Directors with writing and putting together Procurement and Council Memos. Serves as an Administrator in CivicPlus, assists with one-on-one training and provide guidance on when to use a resolution or ordinance and with what information is needed.  

Supplemental Finance & Budget Support Responsibilities:

• Assists the Senior Finance Manager as needed with coordinating, compiling, monitoring, and analyzing budget-related information and reports.
• Assists with monitoring City financial performance against budget and providing related reporting and analysis.
• Prepares, updates, and interprets recurring and ad hoc financial and operational reports as assigned. 

General Skill Levels: 
Knowledge of:

• Public purchasing principles, ethical standards, practices, theories, techniques and administration.
• Current methods and techniques utilized in contract development, administration, and cost benefit analysis.
• Principles and practice of public administration.
• Principles and practices of budget preparation and management. 
• Governmental accounting principles (GASB).
• Public Procurement principles (NIGP)
• Financial management theories and practices.
• Financial analysis, planning, strategy development and policy determination. 
• Principles of supervision, training and performance evaluation.
• All computer applications including word processing, spreadsheet and email applications related to the job.
• Basic office equipment including copiers, scanners and fax machines.

Skill in:

• Communicating clearly and effectively, both orally and in writing.
• Planning, organizing work, setting priorities, meeting critical deadlines and following up on assignments with minimum direction.
• Supervising, directing, coaching, mentoring and training direct reports.
• Using tact, discretion, initiative and independent judgment within established guidelines.
• Analyzing and resolving operational situations and problems and skill in developing long term solutions.
• Preparing clear and concise reports, correspondence and other written materials.
• Analytical and mathematical skill set and basic descriptive statistics.
• Able to effectively handle difficult situations and conversations and still maintain critical professional relationships necessary to maintain compliance with policies and procedures but also to be able to recognize the areas where compromise is in the best interest of the City for operational effectiveness.
• Ability to develop professional relationships and networking within the City, vendors, external parties, citizens and other governmental entities

Ability to:

• Ability to serve the public and fellow employees with ethics, honesty and integrity in full accord with the ethics policies of the City of Bloomington and the National Institute of Governmental Purchasing.
• Work independently under general guidance and carry out complex tasks.
• Work effectively with a variety of individuals including department heads, government agencies, vendors and the general public.
• Make responsible decisions in accordance with established policies and procedures.
• Communicate effectively verbally and in writing with direct reports, other City staff, external entities and the public.
• Direct, appraise and discipline staff in a respectful and constructive manner.
• Translate standards, protocols and procedures into operational practices to obtain desired results.
• Read, analyze and interpret professional reports and studies, technical procedures, professional guidelines and government regulations as appropriate to area of supervision.
• Use a computer for composing, editing and producing documents, communicating with email, internet searches, etc. 
• Write reports, correspondence, policies and procedural materials.

Education/Experience: 

• Bachelor’s degree in Business Administration, Public Administration, Materials Management or other similar degree from an accredited college or university, supplemented by a minimum of five (5) years of professional experience in purchasing (government purchasing preferred) and employee supervision.  

Certificates and Licenses:

• Minimum certification from the Universal Public Procurement Certification Council (UPPCC) as a Certified Professional Public Buyer (CPPB) or Certified Professional Public Officer (CPPO) or the ability to obtain such certification within four (4) years of employment.

Physical Requirements/Working Conditions: Reasonable accommodations may be made to enableindividuals with disabilitiesto perform the essential functions of this position.

• Work is performed in an office environment.    Work requires traveling to other office locations and other agency facilities in town or around the state for meetings, as well as visits to work sites.  Work includes attending meetings outside of normal work hours.  There are no extraordinary physical demands on this position.

Full Salary Range: $94,836 - $142,255

Salary : $94,836 - $106,691