Administrative Services Supervisor

The City of Richmond Police Department is seeking an experienced Administrative Services Manager to join the Business Services unit. This role is a key leader responsible for managing the procurement of goods and services and accounts payable activities for the Richmond Police Department. The incumbent will ensure the smooth execution of procurement strategies, accounts payable functions, compliance with relevant laws and policies, and deliver efficient support to the department.

Successful completion of an interview, thorough background investigation, which may include a polygraph exam and drug/alcohol screening, is required. Please note that the Police Department background process may take up to 45-60 days. An applicant disqualified from the Police background process may reapply a year after disqualification.

• Manage all department procurement activities such as contract administration including modifications, change orders, contract renewals, extensions, closeouts, and staff supervision.

• Review, execute, and negotiate contracts and purchase orders, ensuring they comply with legal and organizational standards.

• Ensure all procurement actions adhere to city policies, as well as federal, state, and local laws and regulations.

• Provide expert guidance on procurement needs, offering technical assistance to department divisions for goods and services.

• Manage the RFQ and RFP processes for sourcing materials, goods, and services including identifying potential suppliers and analyzing responses for pricing.

• Coordinate with the City of Richmond Department of Procurement Services to research products and vendors to assess market trends, price fluctuations, and potential risks, using this information to guide departmental procurement decisions.

• Design and deliver training on procurement policies and procedures, and mentoring department employees.

• Create detailed specifications and pricing matrices for procurement, ensuring a fair and transparent evaluation and selection process.

• Develop, write, and modify departmental operating policies and procedures related to procurement, ensuring compliance with City regulations.

• Collaborate with staff, other agencies, vendors, and the general public to fulfill procurement needs.

• Maintain accurate records and documentation of procurement activities.

• Generate reports, presentations, and debriefings on procurement activities and communicate findings to stakeholders.

• Guide and support the evaluation of complex, high-profile procurements, helping to determine solicitation methods.

• Other duties as assigned.

MINIMUM TRAINING AND EXPERIENCE:

• Bachelors degree in business administration, finance, or directly related field
• 4 years of professional procurement experience including experience with large, complex purchases and contract administration, preferably in the public sector
• Experience with Oracle ERP solution
• 4 years of supervisory experience in directly related field
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification

LICENSING, CERTIFICATIONS, and/or OTHER SPECIAL REQUIREMENTS:

• Current Certified Public Procurement Officer (CPPO), Certified Purchasing Manager (CPM), Virginia Contracting Officer (VCO) or Virginia Contracting Master Officer (VCM) certification is preferred.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge (some combination of the following):

• Accounts Payables/Receivables
• Data analysis
• Budget planning
• Rules, regulations, and federal/state/local laws in area of focus
• Purchasing and procurement best practices
• Strategic Planning
• Inventory Management
• Public relations strategies

Skills (some combination of the following):

• Written and Oral communication
• Basic math skills
• Supervising employees
• Microsoft Office Suite (including Outlook, Excel, etc.)
• Composing and distributing various reports and presentations
• Using Enterprise Resource Planning software
• Tracking expenditures

Abilities (some combination of the following):

• Identify problems and implement solutions
• Work in a timely manner
• Streamline processes
• Work closely with both internal and external departments and stakeholders
• Set goals and deadlines
• Prioritize tasks

ENVIRONMENTAL HAZARDS: Working conditions may include exposure to travel to other locations within the City of Richmond as well as outside of the City of Richmond; exposure to hazardous physical conditions such as mechanical parts, electrical currents, vibrations, etc.; atmospheric conditions such as fumes, odors, dusts, gases, and poor ventilation; inadequate lighting; intense noise; and environmental hazards such as disruptive people, imminent danger, and a threatening environment.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT: Due to the nature of work assignments, incumbents must be able to perform detailed work on multiple, concurrent tasks, with frequent interruptions and under time constraint. While performing the essential duties of this job, the employee is regularly required to reach extending hands and arms in any direction, stand, push, pull, lift, finger (picking, pinching or otherwise working primarily with fingers), grasp applying pressure to an object with fingers or palms, talk, see, and hear. The employee is frequently required to climb, balance, stoop, crouch, crawl, walk, feel and use substantial repetitive motions of the wrists, hands and fingers. In terms of the physical strength to perform the essential duties, this classification is considered to be sedentary, exerting up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job. Prospective and current employees are invited to discuss accommodations.