Procurement Program Administrator

3 weeks ago

San Marcos, United States City of San Marcos, TX Full time
Salary: $33.20 - $41.50 Hourly

Location : San Marcos, TX

Job Type: Full-time Exempt

Job Number: 1984

Department: Finance

Opening Date: 10/31/2024

Closing Date: Continuous

Work Hours: Monday - Friday8:00 AM - 5:00 PM

FLSA: Exempt position, not eligible for overtime compensation.

JOB SUMMARY

JOB SUMMARY

Responsible for providing advanced procurement and contracting services; conducts planning and risk analysis relative to large scale-high risk procurements; provides leadership, guidance, and assistance on public procurement rules and generally accepted practices to procurement staff and City departments; performs other related duties.

ESSENTIAL FUNCTIONS AND DECISION MAKING

ESSENTIAL FUNCTIONS
  • Oversees and manages solicitations and contracts to include request for proposals, request for qualifications, alternative delivery methods, professional services, high technology contracts, financial and legal contracts, and a broad range of procurements and contracts.
  • Manages and coordinates the qualifications-based selection process to include facilitation of evaluation committee meetings, overseeing evaluation and scoring of proposals, kick-off meetings, preproposal meetings, post-award conferences, contract kickoff meetings, team briefings, and vendor debriefings.
  • Resolves non-compliance issues by investigating and resolving contract-related discrepancies, complaints, and disputes between all involved parties; canceling and/or terminating contracts and negotiating settlement agreements; and resolving appeals and claims.
  • Interprets and applies Federal, State and Local public procurement regulations.
  • Manages and administers grant-funded solicitations and existing contracts by determining compliance through performance monitoring; negotiating and writing amendments and revisions to scopes of work and/or specifications.
  • Ensures confidentiality and integrity of the procurement and contracting process.
  • Confers with City Attorney's office on contract terms, contract risks, and in negotiations as needed.
  • Performs functions of Purchasing Manager as needed and provides leadership, training, and guidance to procurement staff; monitors procurement processes and recommends improvements and consistencies.
  • Analyzes market and economic conditions and applies current trends to procurements and contract development; prepares scopes of work and/or specifications; negotiates with vendors/contractors; writes terms and conditions; and develops effective performance measures; investigates alternative purchasing methods; and recommends procedures for implementation. Limited signature authority as delegated by the Purchasing Manager and Finance Director
  • Provides procurement and contract information in response to inquiries from City Council, City Management, Boards and Commissions, vendors, and other stakeholders; Prepares and presents reports by compiling, reviewing, and analyzing data and providing written and/or oral reports to management.
DECISION MAKING
  • Works under minimum supervision, with considerable latitude for the use of independent judgement, decision making and initiative.
  • Monitors procurement processes for efficiency; develops procedures.
  • Supervises Purchasing staff.

MINIMUM QUALIFICATIONS (Salary is dependent upon qualifications)

MINIMUM REQUIREMENTS
  • Bachelor's Degree in Public Administration, Business Administration, or related field is required.
  • Additional directly commensurate experience may be considered in substitution for college on a year for year basis.
  • Five (5) years of public (government) procurement experience to include contract management, request for proposals, request for qualifications, alternative delivery methods, professional services, high technology contracts, financial and legal contracts, and a broad range of procurements and contracts.
  • One (1) year in a lead or advanced procurement and contracting role.
  • Certification as a Certification as a Certified Texas Contract Manager (CTCM), Certified Texas Contract Developer (CTCD), or a Certified Public Purchasing Buyer (CPPB) at hire or within two (2) years of employment.
  • Microsoft Office experience to include Excel, Word, Power Point, and Adobe Professional
PREFERRED QUALIFICATIONS
  • Experience in state and municipal contract law and in contract management and administration.
  • Experience with Smartsheets software.
  • Successful supervisory experience.

CORE COMPETENCIES AND PHYSICAL DEMANDS

JOB DIMENSIONS
  • Knowledge of contract law, contracting practices, regulations, policies and techniques.
  • Knowledge of contracts, including contract development, contract language, terms, conditions, etc.
  • Knowledge of applicable Federal, State and Local laws.
  • Knowledge of city practice, policy, and procedures.
  • Skill in oral and written communication.
  • Skill in using computers and related software applications.
  • Skill in data analysis and problem solving.
  • Skill in planning and organizing.
  • Skill in negotiation.
  • Ability to interpret policies, procedures, and regulations.
  • Ability to impartially summarize and evaluate factors related to contracts.
  • Ability to write specific terms of conditions for contracts.
  • Ability to resolve complex, contractual issues.
  • Ability to establish and maintain good working relationships with other City employees and the public.
  • Ability to train others.
  • Ability to lead workgroups.
  • Ability to work under pressure and strict deadlines.

PHYSICAL DEMANDS AND WORKING CONDITIONS

Physical requirements include lifting up to 35 pounds rarely. Subject to vision constantly; sitting, handling, fine dexterity, hearing and talking frequently; standing, walking, lifting, carrying, pushing/pulling, reaching, balancing and foot controls occasionally; kneeling, crouching, bending, twisting and climbing rarely.

Work is completed primarily in-office with occasional opportunity for remote work.

The City of San Marcos offers its employees a broad range of benefits to enhance their personal and occupational lives. We are committed to a total rewards strategy that provides employees with competitive compensation, comprehensive benefits, and an environment that supports a healthy work/life balance.

View Our

BENEFITS
Medical, Dental & Vision Coverage
  • United Healthcare
    • Choice Plus PPO Plan
    • Prescription Drug Plan
    • Wellness Initiatives
    • Virtual Doctor Visits 24/7
    • Dental Plan
Davis Vision Insurance
  • Base Vision Plan
  • Premium Vision Plan
  • Laser Vision Correction discounts
Retirement
  • Texas Municipal Retirement System (TMRS)
  • Mission Square Retirement Corporation - optional 457-deferred compensation plan & Roth IRA
ADDITIONAL BENEFITS
  • Flexible Spending Accounts
  • City paid Life and AD&D Insurance
  • Voluntary Life, AD&D and Long Term Disability insurance
  • Employee Assistance Program
  • Vacation
  • Sick Leave
  • Holidays
  • Longevity Pay
  • Tuition Reimbursement
  • Activity Center Membership
  • Direct Deposit

The City of San Marcos strives to provide employees with an opportunity for a flexible and positive work/life balance. Employees in eligible positions are offered remote telework options of up to two days per week or 40% of an employee's scheduled work hours. Remote telework eligibility will be determined by department directors to ensure the City provides quality services.

01

Do you have a Bachelor's Degree in Public Administration, Business Administration, or a related field? OR do you have additional commensurate experience for us to consider on a year for year basis? Briefly explain.

02

Do you have five (5) years of public (government) procurement experience to include but not limited to: contract management, request for proposals, request for qualifications?
  • Yes
  • No


03

Do you have one (1) year experience in a lead or advanced procurement and contracting role?
  • Yes
  • No


04

Do you possess a certification as a Certified Texas Contract Manager (CTCM), Certified Texas Contract Developer (CTCD), or a Certified Public Purchasing Buyer (CPPB)?**OR do you have the ability to obtain within two (2) years of employment?
  • Yes
  • No


05

Are you proficient in Microsoft Office products?*Note: This includes Word, Excel, PowerPoint, and Adobe Professional.
  • Yes
  • No


06

Do you have at least one (1) year in a lead or advanced procurement and contracting role?
  • Yes
  • No


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