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Procurement Operations Manager

2 months ago

Denver, Colorado, United States Colorado Judicial Branch Full time

MISSION STATEMENT

The Colorado Judicial Branch is dedicated to ensuring equitable access to justice, enhancing public safety, and reinforcing the rule of law throughout the state. Our courts and probation departments are united in their commitment to fair and prompt dispute resolution, support for families, litigants, and victims, rehabilitation of clients, and active community involvement.

STATEMENT OF DUTIES

General Overview: This role involves the development and oversight of the procurement framework for the Colorado Judicial Branch.

Key Responsibilities:
This position is distinguished by its accountability for the creation and management of the procurement program within the Colorado Judicial Branch. Unlike the Buyer role, this position requires a higher level of judgment, discretion, policy formulation, and oversight of procurement personnel.

The Financial Services Division seeks a seasoned and proactive Purchasing Manager to spearhead procurement initiatives within the Judicial Branch.

The Purchasing Unit oversees procurement activities statewide, handling over $81 million in annual purchases. This unit is responsible for formulating, revising, and executing standardized procurement-related regulations, policies, and procedures. Additionally, it provides training to personnel involved in the procurement process and engages in outreach and training for the vendor community.

The Purchasing Manager will guide the procurement team strategically to ensure the effective and efficient use of the Department's financial resources while delivering high-quality and responsive customer service. This role also supports procurement staff and stakeholders in devising and implementing innovative procurement strategies that uphold fiscal responsibility while maximizing benefits to the Department.

As an independent branch of state government, the Judicial Branch operates under its own Purchasing Fiscal Rules, distinct from the Colorado Procurement Code.

This position oversees two teams within the Procurement Unit:

  • The Purchasing Agent team manages statewide procurement for all Judicial Districts, the Supreme Court, and the Court of Appeals, while also providing procurement support and advisory services to certain independent agencies within the Judicial Branch.
  • The Vendor Liaison Team focuses on vendor support, outreach, training, and relationship management, particularly with vendors providing services and treatment for offenders through our Probation Departments.

This role is part of the management team within the Financial Services Division and offers guidance and counsel to Department leadership. The successful candidate will have the opportunity to work in a hybrid environment, with a requirement of three days per week in the office.

Salary Considerations: Salary offers are determined based on various factors, including relevant experience, budget availability, and adherence to the Equal Pay for Equal Work Act, in alignment with our compensation structure.

ESSENTIAL FUNCTIONS

The Purchasing Manager is responsible for the comprehensive management and coordination of the procurement system within the Judicial Department, which includes the development and implementation of procurement fiscal regulations. Key tasks include:

  • Facilitating the creation and evaluation of purchasing specifications or statements of work and selecting the appropriate solicitation method.
  • Coordinating all solicitation documents, including documented quotations (RDQ), invitations for bid (RFB), requests for information (RFI), and requests for proposal (RFP).
  • Managing the complete procurement cycle in collaboration with the state's accounting and procurement system to ensure ethical and efficient practices in compliance with state laws and fiscal regulations.
  • Overseeing the protest and appeal process for vendors and serving as the initial review level.
  • Collaborating with legal counsel during contract negotiations and finalizing contracts with selected vendors.
  • Establishing and maintaining positive vendor relationship management.
  • Acting as the primary contact for vendor inquiries and concerns.
  • Formulating procurement rules and procedures in accordance with state and Judicial Department policies, statutes, and regulations.
  • Providing guidance and training on proper procurement, contracting, and CORE-related practices to Judicial Department personnel.

SUPERVISORY RESPONSIBILITIES:
This role shares supervisory responsibilities for other employees, volunteers, or interns. Duties may include planning, directing, and coordinating activities for the unit, which encompasses scheduling and assigning work, training, quality control, and contributing to decisions affecting the pay, status, and tenure of others.

MINIMUM QUALIFICATIONS

Education:
A bachelor's degree from an accredited institution in business, marketing, finance, procurement, contract management, or a related field, along with four years of professional experience in procurement within state, local, or similar organizations, which involved preparing and processing complex solicitations and drafting contracts.

Physical Demands:
While performing the duties of this position, the employee is regularly required to communicate verbally and audibly. Frequent use of hands and fingers is necessary, along with reaching with hands and arms. Occasional standing and lifting/moving up to 10 pounds may be required. Specific vision abilities include close vision, distance vision, peripheral vision, and the ability to adjust focus.

Work Environment:
The noise level in the work environment is typically moderate. This position may encounter varying and unpredictable situations, handle emergency or crisis scenarios, manage multiple calls and inquiries simultaneously, and occasionally cover for absent staff on short notice.