Assistant Director of Procurement

SCOPE:
This position is responsible for assisting in the day-to-day management of vendor contracts and procurement activities. This area of work involves coordination of procurement activities, contract certification, contract and legislative compliance, management of procurement schedules, as well as administrative staff; and to perform related work as required. The position reports directly to the Procurement Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required.

• Work under the guidance of the Procurement Director, as well as established procedures, and Federal, State, and local statutory requirements to procure materials, supplies, equipment, and contractual services for the Authority.
• Lead public solicitations, requests for proposals, invitations to bid, requests for qualifications, requests for quotes, intergovernmental agreements, and cooperative purchasing agreements, including:
  • Preparation of ancillary materials in conjunction with competitive solicitations including, but not limited to, advertising, vendor communications, required forms, and other necessary documents.
  • Cost analysis and scoring of evaluation criteria associated with requests for proposals and qualifications.
  • Summarizing and tabulation of received bids with recommendations for awards to appropriate staff.
  • Develop and implement strategic plan to improve and increase CMHA’s vendor outreach
• Maintain current procurement and contract files and/or database.
• Communicate with vendors/contractors including pre-proposal conferences, pre-bid openings, and walk-throughs, as well as any external events that affect procurement activities.
• Analyze the requested procurement project and come up with recommendations on the procurement methods and identify alternative solutions as applicable to the User Departments.
• Responsible for monitoring bid/proposal due dates, as well as contract expiration dates.
• Prepare and/or negotiate contract prices, terms and conditions.
• Responsible for creating and periodically distributing critical procurement reports and KPIs.
• Take ownership and management of the Invoice dispute resolution process.
• Develop and maintain community-based programs promoting CMHA’s MBE, WBE, and Section 3 Programs.
• Attend external events to promote CMHA and to recruit new vendors.
• Regularly develop, review, and update all relevant SOPs, Procurement Policy, and forms; Track and provide reports on billable time.
• Coach and Develop Direct Report.
• Schedule, promote, and host How To Do Business with CMHA events.
• Perform additional duties as assigned.

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each competency satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

DESIRED QUALIFICATIONS:

• Working knowledge of governmental purchasing principles and practices, and federal/state/local regulatory compliance relative to procurement practices.
• Ability to communicate effectively both orally and in writing.
• Strategic Thinking.
• Highly organized.
• Proactive Problem Solving.
• Ability to build collaborative working relationships internally and externally.
• Advanced computer skills in Microsoft software programs.

EDUCATION/EXPERIENCE/CERTIFICATIONS:

• Bachelor’s degree required.
• Minimum five (5) years of procurement activities and contract compliance within a regulated industry or public sector agency; with a minimum of 1 year of governmental procurement experience
• Experience in project management and scheduling.
• Other equivalent combinations of degrees and/or experience will be considered.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands described here 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 maintain a stationary position, operate computers and other office equipment, move about the office, attend onsite and offsite meetings, and communicate. The employee must be able to sit or stand for eight hours while performing essential work duties. The employee must be able to accurately exchange information in person, in writing and via e-mail and telephone. The employee must be able to perform essential job functions in an environment that could have increased stress levels.

OTHER:
The incumbent must possess and maintain a valid driver's license in state of residence, and maintain an insurable driving record under the terms and conditions of the CMHA auto liability policy. The incumbent may have no more than 6 accumulated points in 3 consecutive years.