Position Summary:
Under the direction of the Director of Purchasing and Supply Services, the Supervisor of Procurement Compliance facilitates vendor management relationships and standards for the purchasing card program, supplier sourcing and outreach to increase awareness of PGCPS opportunities to underrepresented business enterprises. The incumbent of this position will supervise and oversee a comprehensive compliance program that includes site and internal audits, payment monitoring, developing and supporting training initiatives, and reviewing and monitoring contracts. Work in this class is performed in compliance with PGCPS procurement and purchasing card policies and procedures. The Supervisor – Procurement Compliance meets and coordinates with stakeholders, including departments, agencies, vendors, community organizations and private firms regarding PGCPS contracts and grants.
Duties and Responsibilities:
- Engages with developers and prime contractors to explain and aid in achieving program goals;
- Compiles complex and technical data regarding cost analysis, contract usage and buying trends; reviews procurement transaction reports and data to analyze the spending needs of PGCPS;
- Directs the preparation of scope of services for third party sub-recipient contractors to housing agency committees for approval and directs the monitoring activities of the third party sub-recipient contracts;
- Develops programs designed to increase vendor list and participates in community organizations to increase the visibility of the program;
- Provides networking and vendor outreach opportunities for program participants with potential prime contractors;
- Serves as the subject matter expert for all regulatory aspects related to vendors and supplier management;
- Provides oversight of the purchasing card program and vendor management programs to include contract compliance and compliance with related policies and procedures;
- Implements changes to supplier processes driven by policy and regulations to ensure vendor compliance;
- Researches and analyzes program performance to report activities, goals and objectives;
- Oversees the use and maintenance of a vendor database and automated contract monitoring system;
- Perform scheduled and random audits of purchasing processes and contracts and performs random inspections of supply services inventory and processes;
- Develops and implements processes and procedures to improve workflow and department efficiency;
- Leads investigations into procurement irregularities and recommends corrective actions;
- Tracks and reports key performance indicators related to compliance and risk mitigation;
- Provides reports related to underrepresented business enterprise participation for state, county and general funding sources;
- Assists the Director with establishing, maintaining, and implementing procedures, and disseminating guides, manuals and other documents regarding procurement policies and procedures to improve overall workflow;
- Assists in the preparation and management of the departmental budget;
- Carries out supervisory responsibilities in accordance with organization’s policies and applicable laws which include interviewing, selection, professional development, evaluation, complaint resolution and problem solving; and
- Performs other duties as assigned.
Qualifications:
- Considerable knowledge of modern principles and practices of large scale procurement and preparation of highly complex solicitations and contract documents;
- Experience and a thorough understanding of current purchasing practices and strategic sourcing techniques;
- Knowledge of state laws and local regulations relating to the procurement of supplies and services;
- Computer proficiency required, with primary emphasis on spreadsheets, software application databases, Microsoft Office, Google applications and Oracle based systems;
- Possess excellent problem-solving and analytical skills;
- Experience in change and process management;
- Possesses a high sense of integrity and professional ethics; and
- Strong written and verbal communication skills.
Education and/or Experience Requirements:
Bachelor's degree from an accredited college or university in the field of contract management, business administration or a closely related field required, Master's degree preferred. A minimum of (5) five years of progressively responsible experience in public procurement, including some supervisory experience required.
Certification:
None required.
Supervisory Responsibilities:
Supervises and provides guidance to assigned personnel.
Physical Demands:
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
Working Environment:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
Additional Information:
None.
