Role Description

Under general supervision, supervises, organizes, reviews, evaluates, and participates in the work of assigned staff involved in procuring materials, supplies, services, and equipment; develops, reviews, and evaluates complex bids, requests for proposals, and contracts for City departments; and provides highly-responsible and complex assistance to the Procurement Manager.

• Supervises and mentors an assigned team of purchasing professionals.
• Assigns, plans, coordinates, and reviews work; evaluates work performance and completes performance evaluations.
• Maintains work standards; assists in new employee selection and hiring.
• Recommends and implements employee discipline; provides training and assistance on tools and processes as needed.
• Recommends and assists in the implementation of division goals and objectives.
• Participates in the development of Citywide purchasing policies and procedures.
• Provides professional procurement consultation, assistance, and training to City employees at all organizational levels.
• Assigns requisitions to other buyers and approves routine requisitions and purchase orders in the absence of the manager.
• Establishes schedules and methods for the performance of professional procurement duties including a system of metrics.
• Implements policies and procedures related to procurement systems.
• Evaluates operations, activities, and assigned responsibilities and recommends improvements.
• Prepares various reports on operations and activities.
• Implements a strategic and comprehensive procurement plan.
• Prepares Request for Proposals (RFPs), advertising, and posting requirements.
• Processes complex procurement activities in compliance with established laws, ordinances, policies, and ethical principles.
• Determines appropriate methods of procurement.
• Assists end users with the development of specifications and develops terms and conditions.
• Solicits competitive bids; identifies and selects suppliers and monitors supplier performance.
• Evaluates and analyzes bids and proposals; negotiates and develops contracts.
• Manages bid distribution including plan holder lists, addenda, and other contract modifications.
• Oversees and conducts bid openings, job walk-throughs, and pre-bid/proposal conferences.
• Meets with consultants, vendors, and end users.
• Prepares detailed and complex written reports and makes recommendations to management and City Council.
• Arranges vendor demonstrations and/or interviews for products or services offered to the City.
• Serves as the division representative at various meetings; may assume the duties of the Procurement Manager in his/her absence.
• Supports contract negotiation and the development of contract strategy.
• Performs other duties as required.

Qualifications

• Knowledge of principles and practices of supervision, training, and performance evaluation.
• Knowledge of principles and practices of safety management.
• Knowledge of pertinent local, State and federal laws, ordinances, and rules.
• Knowledge of grant funding requirements at the federal, State and local level as they apply to procurement.
• Knowledge of public works bidding requirements in the State of California.
• Knowledge of accounts payable procedures and practices.
• Knowledge of principles and practices of customer service.
• Knowledge of methods of developing contracts and/or service agreements, leases, or other written legal agreements.
• Knowledge of market and economic trends and conditions that affect procurements.
• Knowledge of industry standards and practices for delivering products and services.
• Knowledge of contract development and administration practices.
• Knowledge of office methods, procedures, software, and equipment.
• Knowledge of purchasing methods and procedures, contract development, and sources of supply.
• Knowledge of principles and practices of bid review.
• Knowledge of City policies and procedures related to the procurement of supplies, materials, and professional and contractual services.
• Ability to select, motivate, and train staff.
• Ability to plan, coordinate, and evaluate staff work.
• Ability to organize, implement, and direct procurement activities.
• Ability to interpret and explain pertinent City and department policies and procedures.
• Ability to prepare a variety of technical and administrative reports and correspondence.
• Ability to write complex bid documents, specifications, contracts, and reports.
• Ability to analyze and compare complex or detailed quotations, bids, and proposals.
• Ability to identify applicable contract elements based on product/service being purchased.
• Ability to negotiate contracts for the acquisition of supplies, materials, equipment, and services.
• Ability to develop objectives and measures to evaluate supplier performance.
• Ability to understand and comply with all legal requirements for the advertisement of bids.
• Ability to prepare draft reports to Council recommending bid and contract awards.
• Ability to apply good judgment and make sound purchasing decisions.
• Ability to understand and comply with all federal, State and local laws, policies, procedures and regulations relevant to each purchase.
• Ability to maintain records, logs, and databases.
• Ability to operate a computer using word processing and business software and other office equipment.
• Ability to establish, maintain, and promote positive and effective working relationships with employees, other agencies, and the public.
• Ability to communicate effectively, orally and in writing.
• Ability to work independently and as a team member; recognize and set priorities; and meet deadlines.
• Ability to observe safety principles and work in a safe manner.

Requirements

• Minimum Qualifications:
• Option A: Graduation from an accredited college or university with a bachelor's degree in purchasing, accounting, marketing, public administration, business administration, or related field; AND four years of increasingly responsible purchasing experience involving the preparation of bid solicitation documents, specifications, and reports for highly complex purchases, including two years of supervisory and/or lead supervisory experience.
• One year of supervisory and/or lead experience and successful completion of the City of Santa Monica's Pre-Supervisory Academy may substitute for the required two years of supervisory or lead experience.
• Option B: Graduation from an accredited college or university with any bachelor's degree; AND five years of increasingly responsible purchasing experience involving the preparation of bid solicitation documents, specifications, and reports for highly complex purchases, including two years of supervisory and/or lead supervisory experience.
• One year of supervisory and/or lead experience and successful completion of the City of Santa Monica's Pre-Supervisory Academy may substitute for the required two years of supervisory or lead experience.
• Licenses and Certificates: Possession of or the ability to obtain and maintain a valid Class C driver license or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
• Certification as a Public Purchasing Buyer (CPPB), Accredited Purchasing Practitioner (APP), Certified Professional Purchaser (CPP), or equivalent certification is desirable but not required.

Benefits

• Special assistance with the application and examination process is available, upon request, for persons with disabilities.
• Contact (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).