Buyer/Contract Manager

Full-Time and Permanent; Exempt; 7.5 Hours/Day; 252 Days/Year; 12 Months/Year

DEFINITION

This is procurement work at the full performance, procurement-lead level with responsibility for managing and processing procurement requirements in the district, including managing Buyer workloads to ensure customer requirements are efficiently and effectively met. Conducts complex procurements within the professional and non-professional services, and capital and non-capital commodity or service areas. Assures quality goods and services are procured at the lowest cost consistent with the quality and service required. Work involves researching the product or service desired, conferring with requisitioners, architects, engineers, consultants, and contractors, and developing specifications and solicitations, leading negotiations, developing, awarding and monitoring contracts. Work is performed according to state and government procurement laws and regulations and school system policies and procedures and requirements. Utilizes considerable independent judgment in evaluating products, services and contractors in making decisions as to the contracts to be awarded.

SUPERVISION

Duties are to be performed under the general supervision of the Senior Director of Purchases and Supply. An employee in this class approves leave, supervises and reviews work of senior buyers and other assigned personnel. Incumbents in this class are expected to orient, train and instruct new department and key district employees and act as a team leader and/or facilitator on technical evaluation of projects and proposals. An incumbent in this class is expected to act in the absence of the Senior Director.

DISTINGUISHING CHARACTERISTICS

This is a senior, full performance level within the procurement series, and is distinguished from positions of lower grade by the incumbent assisting the Senior Director with the managing the day-to-day operation of Purchases and Supply. Assists the Senior Director with reviewing and assigning commodity areas to senior buyers and other assigned personnel. Addresses buyer and vendor performance issues as they occur. Assists in developing and implementing procurement/office related procedures and furnishes training opportunities for new buyers and end-users having delegated purchase authority. Incumbent in this class conducts and manages complex procurements for professional and non-professional services, and capital and non-capital outlay construction projects for school division processing approximately $70 million in purchase orders and procurement card orders annually. School division also acts as fiscal and purchasing agent for other public agencies. Engages in strategic sourcing and value analysis, i.e., lease-buy, make-buy, outsourcing.

ESSENTIAL FUNCTIONS OF THE CLASS (May not include all duties performed by each position in the class).

Analyzes purchase requests for cost, need, usage, useful life which includes high dollar technical and/or medical/scientific equipment and supplies (i.e., information technology hardware and software, laboratory equipment, industrial equipment, printing, copying and duplicating equipment), and service contracts (i.e., custodial services, consulting services, architectural and engineering services, capital and non-capital outlay projects, and trash disposal services) to determine the best method of procurement (i.e., sole source, invitation for bids, request for proposals, competitive negotiations) by utilizing knowledge of market conditions, price trends, and business practices.

Manages a variety of purchasing functions which include competitive and negotiated solicitations for goods and non-professional services. Formulates requests for proposals, defines proposal evaluation criteria, evaluates proposals and negotiates with offerors. Develops invitation for bids, establishes bid evaluations and bidder criteria utilizing Norfolk Public Schools directives and following public procurement regulations.

Reviews and recommends sole source approval/disapproval to the senior director, approves/disapproves proprietary specifications. Assists in analyzing documentation to ensure compliance with statutes, policies, and procedures.

Reviews and analyzes procurement data, such as vendor files and contract records, to identify goods and services, which could be more effectively purchased through the use of new or existing term contracts. Determines if there is a sustained and recurring need for certain goods or services. Submits recommendations to senior director for additional goods or services that should be purchased on term contracts or maintenance agreements in order to obtain a more favorable price.

Reviews and formulates contracts for various good and services. Maintains contract files and administration to include entry to ERP procurement system, contract creation, contract administration, vendor relations and dispute resolution.

Monitors service contracts to ensure that Norfolk Public Schools receives the level of service and performance in accordance with the contract requirements.

Regularly reviews and expedites outstanding orders, evaluates vendor performance, investigates complaints, and resolves departmental inquiries as they relate to vendor invoicing, delivery and receiving reports, when appropriate. Composes correspondence to vendors in order to positively resolve problems/delivery issues in a timely manner. Determines if a purchase order change is required.

Assists the senior director in the development and implementation of procurement policies, procedures, goals and objectives.

Serves as the acting director in the absence of the senior director.

Locates new reliable sources of supply for small, women and minority owned businesses. Assists the senior director in supporting the Minority Vendor Program.

Attends workshops and conferences to keep Norfolk Public Schools informed of procurement changes in policies, procedures, and regulations. Implements and oversees the internal training program for all full-time purchasing staff to include coordinating of other external training courses.

Responsible for procurement of professional services through competitive negotiation (Request for Proposals). Responsible for procurement of non-professional services through Invitation for Bids and Request for Proposals. Responsible for procurement of capital and non-capital outlay construction projects.

Evaluates purchase requests, solicits competitive pricing via manual and electronic digital processes, including web based systems (e.g., eVA) price agreements, state contracts, competitive sealed bids, requests for proposals, and sole source requests; assures that pricing and specifications submitted by vendors respond to the needs and that end users are being satisfied with regard to their purchase requests. Established ERP business rule for incumbent as primary ERP requisition and contract workflow Approver. Makes recommendations to agency management official of technical and policy issues.

Utilizes various internet-based procurement systems (eProcurement/eCommerce) for maximizing competition for all bids and proposals. Routinely uses ERP procurement/financial system, Purchase Card web application, and national or state e-Procurement systems (e.g., eVA internet system for various procurement procedures/transactions). Provides technical assistance and training to end-users on ERP procurement financial system and district’s Purchase Card web application. Makes software enhancement recommendations and helps troubleshoot software problems/bugs.

Performs other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Exceptional understanding of School Board policy and State code as it relates to procurement. Thorough knowledge of the laws relating to public procurement.

Thorough knowledge of business methods, markets and purchasing practices.

Ability to write clear and concise contracts and specifications.

Thorough knowledge of various grades and qualities of materials, supplies, and equipment used by the school system

Thorough knowledge of standard office procedures, practices and equipment.

Ability to plan and review the work of others.

Ability to express ideas clearly and concisely, both orally and in writing.

Ability to establish and maintain effective working relationships with associates, customers, vendors, and the general public.

Good working knowledge software mediums such as Microsoft Word, Access, Powerpoint and/or Excel.

Extensive experience in web-based and enterprise database systems for managing and processing financial and procurement functions.

Extensive knowledge in project management, cost and price analysis, quantitative methods, research and strategic communications, managerial accounting, economics, and budget processes.

MINIMUM EDUCATION, EXPERIENCE AND TRAINING REQUIREMENTS

Bachelor’s degree in business, marketing, purchasing, or related field required. Master’s degree in business administration or related area desired. Five or more years of progressively responsible purchasing experience with acquisitions covering the full spectrum of complexity and various commodities. Extensive experience with complex Request for Proposals. Construction contracting experience preferred. A comparable amount of training and experience may be substituted for minimum qualifications. Demonstrated ability to supervise the work of others; three or more areas of supervisory experience preferred; or any equivalent combination of education and experience that would provide the above noted knowledge, skills, and abilities.

Special Requirements/Certifications

Certification as a Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), Certified Purchasing Manager (CPM), or Certified Professional Contract Manager (CPCM) required; Virginia Contracting Officer (VCO) or Virginia Construction Contracting Officer (VCCO) desired.

Possession of a valid Virginia Driver’s License.

PHYSICAL ATTRIBUTES

Work requires normal, everyday physical effort, i.e., standing, bending, lifting, sitting and reaching.

HAZARDS

No unusual risks in an office environment.

UNUSUAL DEMANDS

Pressure to complete purchases against stringent deadlines.