Supply Chain Coordinator
2 weeks ago
Location: City of Pasadena, CA
Job Type: Full-Time
Department: Finance
Division: Budget and Purchasing
THE POSITION
The City of Pasadena is on the lookout for a proficient, collaborative, and dynamic Procurement Services Administrator with substantial public sector and leadership experience. This role involves planning, organizing, directing, and coordinating procurement activities for the city. The selected candidate will be responsible for reviewing, evaluating, and approving all procurement transactions. Moreover, the new Procurement Services Administrator will provide advanced technical assistance for bid package preparation, contract negotiations, and will serve as the Logistics Section Chief in the Emergency Operations Center (EOC), along with performing related duties as assigned.
Finance Department Overview
The Finance Department consists of five sections: Accounting and Financial Analysis, Budget, Purchasing, Treasury and Cash Management, and Administration. This vibrant department offers an exciting opportunity for a dedicated and innovative professional. If you are seeking a role where you can actively contribute and make a difference, this is the position for you.
Opportunities in this Role:
- The City of Pasadena operates as a full-service municipality under a City Council/Manager governance model, providing numerous opportunities for professional growth and expertise expansion.
- The incumbent will gain extensive knowledge beyond the average city role, as Pasadena provides essential services such as water and power, necessitating compliance with federal procurement standards for housing, public works, and public health.
- Lead a skilled and cohesive team.
- Significant opportunities for process and reporting enhancements - the incumbent will play a crucial role in determining the direction and structure of these improvements.
- Become an integral part of the department's management team.
- There will be a comprehensive review of the city-wide procurement process, which may involve proposed amendments to municipal codes or charters related to procurement. The incumbent will be responsible for implementing process improvements and policy changes.
- Oversee training and education for city staff regarding local, state, and federal procurement processes.
- Enhance the City's Buy Local initiatives, including organizing workshops and individual meetings for local businesses.
- Collaborate with the City's Emergency Services Manager to develop procurement and inventory tracking systems for emergency responses.
- Regularly provide procurement updates and presentations to the City Council.
The ideal candidate is a proactive leader who not only directs activities but also engages in hands-on leadership. They should have a genuine interest in guiding, training, coaching, and mentoring staff. The ideal candidate will understand and apply relevant codes, laws, and regulations effectively. They should be a self-starter, capable of working independently while managing and supporting their team. Strong communication skills are essential for presenting professionally at public meetings and preparing reports.
Essential Functions:
The following are key responsibilities for this position:
- Coordinate, implement, monitor, and evaluate procurement and salvage administration; assist in formulating pricing and procurement objectives and strategies.
- Examine and approve all procurement documents and transactions; serve as a resource for the City's bidding policies, practices, and procedures; provide technical information on the City's request for proposals process.
- Manage the administrative and business functions of the City's salvage program, including budget processing and fund transactions; recommend and implement effective management procedures for salvage properties.
- Represent the department and City in vendor relations; participate in negotiations to optimize the City's purchases.
- Prepare technical specifications for specialized purchases for the Water and Power Department and oversee contract completion under the guidance of an Assistant City Attorney.
- Maintain and update the City's vendor list, focusing on including and encouraging participation from protected class businesses.
- Coordinate the City's interdepartmental procurement committee to ensure consistency in purchasing practices across departments.
- Plan and implement research and data gathering activities for cost estimates, financing plans, and forecasts related to purchase agreements and contracts.
- Assign, train, instruct, and evaluate professional, technical, and administrative support personnel.
- Possess knowledge of state and federal procurement requirements and their incorporation into procurement solicitations.
- Serve as the Logistics Section Chief of the Emergency Operations Center.
COMPETENCIES
The following core competencies are essential for success in this position:
- Political & Organizational Savvy - Effectively navigating politics, procedures, and protocols across various organizational levels.
- Teamwork - Collaborating with others to achieve common goals.
- Relationship Building - Establishing and maintaining productive relationships.
- Oral Communication - Engaging effectively in dialogue.
- Writing - Communicating effectively in written form.
- Attention to Detail - Focusing on the specifics of work content and final products.
- Bachelor's degree in Public or Business Administration, Accounting, Economics, or a related field.
- Four years of progressively responsible professional finance and/or economic experience, including one year in a public or government procurement role.
- One year of supervisory experience.
- Experience in the public sector or government.
- Certification as a Public Procurement Officer (CPPO).
Applicants who appear best qualified based on their submitted application will be invited to participate in a combination of written, performance, or oral assessments to evaluate their job-related experience, education, knowledge, skills, and abilities. A probationary work test period of one year is applicable.
VACANCIES
There is one vacancy in the Finance department that may be filled through this selection process. An eligible list of candidates will be established for this vacancy and other similar positions that may arise in the upcoming months.
Special Requirements
None.
All employees are required to pay the full employee contribution to CalPERS.
Click link below to review the City's excellent benefits package.
The City operates on alternate Fridays and most staff follow a 9/80 work schedule.
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