Senior Manager, Procurement & Contracts

Job Description

The Senior Manager, Contracts & Procurement reports to the Vice President, Finance, and is responsible for leading the agency’s procurement team and program and the daily operation, execution, and coordination of the Procurement functions including asset inventory and the disposal processes. The incumbent acts as a strategic partner with other departments in the development of procurement’s best practices and in coordination with senior leadership to set direction related to procurement related matters and oversees the Senior Procurement Specialist and Procurement Coordinator positions and work assignments. Serves as the Agency’s Disadvantaged Business Enterprise Liaison Officer (DBELO).

NOTE - This position temporarily reports to the Senior Manager, Budgets & Grants, until the Vice President position is filled.

Essential Functions

The following duties are standard for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

• Plan, coordinate, and manage the operational and technical responsibilities of the procurement division through a comprehensive annual procurement program that provides clear visibility of agency requirements from Executive Level to each business unit.
• Build effective relationships with business unit leaders and key stakeholders (internal and external), through recurring meetings and other means, to gain alignment of procurement activities, solicitation and acquisition timelines, process improvement strategies, and plans to gain an understanding of the needs of the agency and departments
• Post procurement opportunities on electronic procurement platform and manage the electronic bidding process. Outreach to bidders and encourage the use of the system
• Conduct pre-bid/pre-proposal meetings and evaluation team meetings with the public and staff
• Interpret and implement agency policies and procedures, including training of internal procurement staff and agency staff members to ensure compliance with state, federal, and local regulations to gain an understanding of federal grant requirements and assist with the review of federal expenditures from various funding agencies in accordance with the grant agreements and regulations
• Coordinate with legal staff to maintain and modify boilerplate documents, forms, certifications, and checklists in compliance with all regulations and changes as they occur. Remain current on contract compliance regulations and best practices in procurement
• Provide direction, oversight, supervision, coaching, and mentoring to the Senior Procurement Specialist and Procurement Coordinator. Encourage communication, a strong customer service ethic, and professional development among staff. Establish and evaluate performance expectations and discipline as needed for all procurement staff
• Coach business unit customers on procurement best practices and process execution, provide resources and support to enable their completion of procurement-related tasks in a timely manner, and review and approve proposals and specifications prior to release for compliance with applicable regulations.
• Direct the administration of contracts, including the negotiation of contract changes, as required. Maintain the agency files and related documentation in accordance with document retention regulations
• Maintain liaison with purchasing representatives of other public jurisdictions to join in cooperative buying opportunities to maximize savings and provide liaison between vendors, contractors, and agency department representatives
• Proactively look for and implement opportunities to reduce costs and leverage resources by monitoring agency-wide commodity and service requirements contracts
• Work with legal counsel to interpret contract provisions, review contracts for accuracy, and assist with interpretation of regulations for compliance Provide responses to special correspondence and handle special assignments and problems such as responses to citizen inquiries and bid protests
• Issue purchase orders, monitor open purchase orders, and provide regular reports to departments
• Responsible for understanding the agency DBE program and the applicability to procurements. Serves as the DBE Liaison Officer (DBELO) to ensure compliance with the program and regulations
• Attend vendor outreach events to promote doing business with DCTA. Work in partnership with internal/external business partners to increase the diversity of vendor databases, bidders lists and qualified proposers/bidders
• Administer the procurement card function including addition and removal of card holders, reporting and monitoring of transactions as well as other functions as needed. Conduct agency training as needed.
• Responsible for asset management and proper disposal of assets in accordance with state and federal requirements
• Perform other duties or projects of similar nature and level as assigned. This position is responsible for ensuring all projects are considered and must act as a backup to the two procurement staff members.
  
  

Supervisory Responsibilities

Manages a Senior Procurement Specialist and a Procurement Coordinator. Counsels, supervises and evaluates the performance of the team and their subordinates. Carries out leadership responsibilities in accordance with the organization's values, policies and applicable laws. Is responsible for the overall direction, coordination, and evaluation of this unit. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Requirements To Perform Work

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Where applicable, an equivalent combination of education and experience may be considered in lieu of education/experience listed below.

Education & Experience:

Bachelor’s degree in finance, business administration, public administration, or other related field from an accredited college or university. Minimum of five (5) years of progressively responsible experience in a similar operating environment with direct experience in procurement activities of a medium-to-high volume governmental entity with minimum of one (1) year of supervisory experience in procurement field. Governmental procurement experience shall include the knowledge of state and federal grant procurement requirements, compliance, reporting, and contract administration, or an equivalent combination of education and experience sufficient to successfully perform the essential duties.

Special Requirements: Hold a current valid Texas Driver's License or have the ability to obtain one upon entry into the position. Certification as a Certified Public Procurement Officer from NIGP or the Universal Public Purchasing Certification Council within one (1) year following hire date.

Knowledge of:

Procurement methods and procedures of a large-scale, centralized purchasing function including buying, quality assurance, contract administration, and contract law

Various grades, qualities, and varieties of materials, supplies, and equipment including market and pricing trends

Accounting practices as applied to procurement procedures, inventory, and asset disposal

Ability to utilize and develop full functionality of procurement system as part of enterprise-wide integrated financial system

Federal and State procurement regulations for grant funded procurements as well as State purchasing law applicable to DCTA, Federal Transit Administration (FTA), DBE, and Davis-Bacon regulations

Microsoft Office suite including Word, Excel, Outlook, PowerPoint

Ability to:

Work independently to perform a variety of functions and manage multiple projects at one time while working in a dynamic environment with changing priorities to meet established deadlines

Interpret laws, ordinances, rules, regulations, and policies governing the purchase and contracting of commodities and services for the agency

Work collaboratively with vendors, agency management, and department staff to solve problems and recommend positive solutions

Explain complicated technical problems in simple, non-technical terms

Communicate effectively both orally and in writing to vendors, funding agencies, and DCTA staff

The ideal candidate will:

• Possess a positive attitude and practice good judgement, while open to receiving/providing feedback
• Hold the ability to get along with others, individually and in a large group. Has the desire to care for the organization’s well-being and for the co-workers he/she interacts with. Interested in partaking in group development and team building activities
• Be open to collaborate and work in a team-oriented and helping environment
• Possess an influential and welcoming communication style
• Foster a culture that values critical thinking and problem solving; and encourages constructive feedback, engagement, inclusion, and diversity at all levels
  
  

PHYSICAL ACTIVITIES

Physical activities include, but are not limited to: on a continuous basis, sitting at a desk for long periods of time; researching information both in written form and on the computer; using a computer and monitor for long periods of time; intermittently twisting and reaching office equipment; writing or using keyboard to communicate through written means; lifting light weight item(s); reaching above the waist and reaching below the waist; repetitive motion and fingering when using computer keyboard; and talking and hearing when dealing with internal and external customers. The essential functions of this position require the daily use of a computer and telephone. The essential functions of this position are performed in an office environment.

Come be a part of an amazing team working to move the people of the 6th largest growing county in the United States!

Additional perks and benefits that accompany full-time employment with DCTA:

• One 8-hour paid day off for your birthday.
• Employee portions of Medical and Dental benefits are 100% paid by the employer.
• If you have utilized a Proportionate Retirement Program in the past, the service time transfers to DCTA’s retirement system, TCDRS. The following systems apply:
• Texas Municipal Retirement System (TMRS)
• Employees Retirement System (ERS)
• Judicial Retirement System of Texas (JRS)
• Teacher Retirement System of Texas (TRS)
• City of Austin Employees Retirement System (COAERS)
• Expanding time-off accruals: 12 days of vacation time accrued for the first year, increasing by one day each year, with a max of 17 days annually. Additionally, employees earn 12 days of sick time each year, 1 personal day, 2 floating holidays, 1 birthday, 9 fixed holidays, and the ability to earn two additional days off through the Wellness Program.
• Regional transit passes (bus and rail) for you and your immediate family.
• DCTA strives to continually improve our Servant Leadership culture. We pride ourselves in having an open, caring, and communicative community of employees, with the drive to help build each other up.
• Extensive Wellness Program, including several opportunities to volunteer with the agency, sporadic lunch and learn events, chair massages, the potential to earn two extra days off each year, and continual efforts to improve wellness throughout the agency.
  
  

***DCTA IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER***

Company Description

Denton County is the 6th fastest-growing county in United States with nearly 950,000 residents, according to the U.S. Census Bureau. DCTA is committed to improving mobility, air quality, economic development and livability in the areas we serve. Since inception, DCTA has accelerated innovative transportation solutions critical to reducing traffic congestion and enhancing air quality, while contributing to strategic growth and development, and improving the quality of life for Denton County residents. DCTA drives a better future for Denton County by getting people where they need and want to go.

Denton County is the 6th fastest-growing county in United States with nearly 950,000 residents, according to the U.S. Census Bureau. DCTA is committed to improving mobility, air quality, economic development and livability in the areas we serve. Since inception, DCTA has accelerated innovative transportation solutions critical to reducing traffic congestion and enhancing air quality, while contributing to strategic growth and development, and improving the quality of life for Denton County residents. DCTA drives a better future for Denton County by getting people where they need and want to go.