Procurement and Contract Supervisor

We're Hiring a Procurement and Contract Supervisor!

Join our growing Procurement and Contracts Department where initiative, collaboration, and efficiency are key. Our small team manages a high volume of activity-completing over 100 contracts, 800 purchase orders, and 15 formal solicitations last year alone. We're seeking an experienced individual with strong analytical skills, sound judgment, and the ability to navigate complex, concurrent workloads with confidence, while also guiding and mentoring team members.

Your Mission

• Oversee daily workflow, providing direction, prioritization, and quality assurance for team members handling purchase orders and contract processing.
• Mentor and train junior staff on best practices, regulatory compliance, and system procedures to ensure team proficiency.
• Serve as a primary escalation point for complex issues, internal concerns, and policy interpretation questions.
• Ensure accuracy, compliance, and precision across all public procurement/contract actions.
• Strategize and innovate to solve problems to advance departmental goals, focusing on process efficiency and continuous improvement.
• Communicate consistently and effectively with key personnel and management regarding team performance and operational status.
  
  

If you are a leader who is highly collaborative, takes initiative, and combines flexibility and empathy with a flawless eye for detail and great communication skills, we want you on our team!

REPRESENTATIVE DUTIES IN ALL ASSIGNMENTS

• Supervises the administration of procurement and contract activities, including ensuring the timely delivery of services related to negotiations, contract administration, development, purchasing, requests for proposals (RFPs), invitation for bid (IFB) documents, ensures cost estimates are followed, execution of complex contracts, Memorandums of Understanding (MOUs), funding agreements, revenue agreements, and other transactional documents.
• Supervises multiple competing projects or activities and keeps manager abreast of all activity.
• Understands, interprets and ensures compliance with federal, state, local laws, ordinances, and regulations as well as various funding agencies requirements, including but not limited to solicitation packages.
• Supervises and tracks activity in responding to inquiries regarding bids, purchase orders, SJRRC procurement policies, state/federal purchasing requirements or other purchasing information to vendors, general public, and other SJRRC departments.
• Monitors progress of the procurement and contracts (PC) team and communication with the Project Managers to ensure they schedule RFP/IFB events, inform new contractors and vendors of process requirements, track current contracts, and determine the responsiveness of vendors.
• Ensures the PC team accurately reviews and processes requisitions, issues purchase orders in compliance with pricing structure in contracts/agreements and in compliance with local, state, and federal statutes. Provides support as needed in relation to purchasing, RFPs, IFB documents, and cost estimates.
• Develops goals, objectives, procedures, and work standards; evaluates, revises, and implements work methods; develops work programs.
• Required to learn, follow, train and guide others in federal, state and local level procurement requirements, best practices, and guidelines, as applicable.
• Supports the department with and/or performs the more difficult or unusually complex assignments.
• Interacts with the public, consultants, and SJRRC internal department end-users to resolve complex issues with quotes, specifications, invoices and payments, contracts and other transactional documents; ensures resolution of issues in a timely manner.
• Provides information and technical assistance to SJRRC staff and other stakeholders.
• Maintains accurate records and other documentation in relation to PC activities.
• Ensure adherence to all applicable SJRRC, local, state, and federal laws, ordinances, rules and regulations, department policies, and standard operating procedures.
• Conducts training, educates, and works with staff on department-specific software applications, ensures all applicable SJRRC, local, State and Federal laws, ordinances, rules and regulations, department policies, and standard operating procedures are being followed, consistent with the agency’s PC manuals.
• Makes recommendations to the manager for changes and improvements to existing standards and procedures as necessary.
• Leads the contract administration duties during the solicitation and pre-award phases of a contract to ensure compliance.
• Responsible for compliance with local, state and federal regulations and inclusion of the requirements in the contract documents.
• Works in collaboration with legal counsel and/or other stakeholders.
• Develops, reviews, critiques, approves, and executes contracts in accordance to all applicable local, state and federal laws, ordinances, rules and regulations, and SJRRC policies/procedures. This includes in-depth reviews and corrections of all contract documents including, but not limited to, contracts, contract justification, audit determination, scope of work, performance measures, and detailed contract budgets.
• Ensures that all required contract reviews and approvals are in place prior to contract execution.
• Ensures that contracts are executed in a timely manner in order to meet deadlines and specific timelines.
• Oversees the contract administration and contract management duties during the term of the contract to ensure compliance.
• Assists manager in preparing audit-related PC matters.
• Assists manager with budget preparation.
• Assists manager to ensure compliance with Disadvantaged Business Enterprises (DBE) guidelines and other labor compliance-specific guidelines
• Prepare and present statistical and other data (written, graphic, verbal).
• Attends and lead/participate in committees/meetings; prepares materials as needed.
• Attends job-related workshops or trainings as required.
• Performs all other duties as assigned or required.