Asst Director of Procurement - GS4802-800200
City of Denton
Job Description
Title: Assistant Director of Procurement
Position ID: GS4802-800200
Department/Division: Procurement & Compliance
Reports to: Chief Financial Officer
FLSA Designation: Exempt
Safety Sensitive: No
DOT: No
Definition: This position is responsible for the management, administration, and supervision of the City’s acquisition programs, including contract compliance. This position is also
responsible for citywide grants administration and warehouse functions.
Essential Functions:
Provides executive leadership and oversight of the Procurement, Grants, and Materials Management division as well as assists with business process review, quality control, and management
services analysis
Plans and directs all City of Denton procurement operations
Takes a global view of the entire business and marketplace to develop a procurement strategy that aligns with the City’s needs; ensures a comprehensive understanding of the ramifications
of different strategic options; and helps decision makers understand the advantages and disadvantages of different approaches and models
Plays a guiding role in early-stage discussions on how to implement core business strategies in an effective, economical way; engages the wider organization in the overall procurement
opportunities; builds cross-functional team; and communicates procurement strategies and priorities across the organization
Researches and stays abreast of current developments, amendments, and changes in laws affecting procurement; educates and trains staff accordingly; makes recommendations for changes
to policies and procedures to ensure compliance with new developments
Provides contract oversight, including compliance evaluation, modification processing, routing of contractual documents and maintenance of contract files. This includes, but is not limited
to, determining whether the City is reaping the full benefit of the contract; if both sides are abiding by the contract terms and applicable laws and regulations; coordinating with program
managers on financial and administrative matters that impact contracts; and evaluating if vendors are being paid timely. May also review and approve complex contracts and the release
of contract retainage when projects are complete
Researches and analyzes contract renewals and modifications; reviews proposals and invoices to ensure the proper allocation of labor hours, rates, subcontractor costs, material requirements,
etc.
Identifies opportunities for cost savings or improved contract terms throughout the organization
In conjunction with the Purchasing Manager, ensures excellent supplier performance; oversees and sometimes participate in contract negotiations; guarantees the highest level of ethics
in every
transaction; and ensures procurement policies and procedures meet internal and external compliance requirement around diversity initiatives, social responsibility goals, and other such
programs
Takes the lead in setting new business directions, partnerships, policies and procedures
Assists departmental representatives and/or the City Manager’s Office with analyzing business processes, quality control measures, and financial information to ensure efficiency and
effectiveness of operations
Produces definitive metrics that demonstrate the success of procurement initiatives, business process improvements, and quality controls, and effectively solves customer problems. Engages
in cross-functional dialogue and decision-making
Assists in conducting special audits or periodic analysis of internal systems and makes recommendations to improve internal controls
Prepares reports, graphs, charts and other illustrative materials as required by gathering and analyzing a variety of factual and/or statistical data for City Council, management, and/or
various internal committees; attends City Council and other board meetings as needed
Performs job functions under general direction with wide latitude in exercising initiative and independent judgment
Facilitates process with departments to analyze opportunities, writes grant applications, ensures compliance, and completes appropriate reporting
In conjunction with Grants Administer, aligns grant and procurement activities to ensure appropriate compliance and timeline requirements are met
Reports on financial condition, responds to customer needs, and evaluates strategic opportunities for citywide warehouse functions
Supervisory Responsibilities
Hires, trains, supervises, and evaluates staff; provides counseling and coaching to subordinate managers; ensures appropriate action of subordinate supervisors on disciplinary actions;
ensures compliance with all City policies and procedures
Establishes and/or approves performance standards governing the quality and quantity of work within the subordinate divisions; evaluates subordinates’ progress toward accomplishment
of long-term goals as well as daily activities
Reviews accomplishments of subordinate units primarily in terms of program goals; may spot check work in progress to assure conformity with goals and missions; determines training needs
for subordinate managers and approves training programs and assignments
Reviews employee relations, training, and orientation programs of subordinate managers to promote organizational effectiveness and productivity; conducts annual performance appraisals;
reviews and approves subordinate supervisors’ appraisals of employees
Additional Duties
Performs other duties as assigned
Maintain regular and punctual on-site attendance
Minimum Qualifications/Acceptable Equivalency:
Bachelor’s degree in Business Administration, Public Administration, Finance, Accounting or related field;
Five years of progressively responsible experience in finance, accounting, purchasing, local government or related field; and at least four years of management or supervisory experience
OR
Master’s degree in Business Administration, Public Administration, Finance, Accounting or related field;
Three years of progressively responsible experience in finance, accounting, purchasing, local government or related field; and
At least two years of management or supervisory experience
OR
Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job
Core Competencies:
Ability to speak effectively in a variety of circumstances and possessing the ability to maintain poise under stressful or challenging situations
Ability to write effectively in a variety of circumstances using appropriate tone and appearance for the situation and to present written recommendations in a cohesive manner
Ability to form and maintain effective relationships with coworkers and customers
Ability to perform all job duties in a manner that is consistent with the City of Denton’s mission to be a foster an environment that will deliver extraordinary quality services and
products through stakeholder, peer group, and citizen involvement; leadership and innovation; and sustainable and efficient use of resources
Ability to, monitor and evaluate employees, prioritize and assign work, provide leadership, manage projects, manage multiple priorities simultaneously, speak in public, analyze and develop
policies and procedures, ensure compliance with applicable laws, rules, and regulations
Ability to interpret and apply applicable laws, rules, and regulations, analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations
in support of goals, resolve conflict, manage change and sensitive topics, plan, analyze, and evaluate programs and services, operational needs, and fiscal constraints
Drives and has a passion for continuous improvement in processes, relationships, and cost savings
Demonstrates openness to new organizational structures, procedures, and technology
Preferences:
Master’s Degree Business Administration, Public Administration, Finance, Accounting or related field;
Knowledge of State and Local Government procurement laws and regulations
Professional Certification (i.e. CPM, CPPO, CPPB, APP, CPA, CGFO, etc.)
Bilingual in Spanish and English
Conditions of Employment:
Must pass a drug test, criminal history background check, and social security number verification check
Physical Requirements:
Overall Strength Demands: The italicized word describes the overall strength demand of the functions performed by the incumbent during a typical workday.
Sedentary – lifting no more than 10 pounds
Light – lifting no more than 20 pounds; carry up to 10 pounds
Medium – lifting no more than 50 pounds, carry up to 25 pounds
H
eavy – lifting no more than 100 pounds, carry up to 50 pounds
Very Heavy – lifting more than 100 pounds, carry more than 50 pounds
Physical Demand Codes: The following describes if the incumbent is expected to exert the following physical demands during a typical workday and the overall frequency.
Codes for “how often”:
Y = Yes
N = No
E = extensive (100-70%)
M = moderate (60-30%)
I = infrequent (20-10%)
A = almost never (<10%)
Task: Code:
Standing: A
Sitting: E
Walking: I
Lifting: A
Carrying: A
Pushing/Pulling: A
Overhead Work: A
Fine Dexterity: M
Kneeling: A
Crouching: A
Crawling: A
Bending: A
Twisting: M
Climbing: M
Balancing: N
Vision: E
Hearing: E
Talking: E
Video Display: E
Differentiate Colors: E
Machines, Tools, Equipment and Work Aids:
The essential functions of this position require the daily use of a computer and telephone.
Environmental Factors:
The essential functions of this position are performed in an office environment.
This job description is not an employment agreement, contract agreement or contract. Management has exclusive right to alter this job description at any time without notice.
ADA/EOE/ADEA
Effective Date: 3/21/2022
Revision Date: