County of Alameda

DESCRIPTION

 Under general direction to supervise the work of a team of Procurement & Contracts staff; organize, direct and assign a variety of purchasing duties; monitor formal bidding processes and activities; oversee and administer the County's contracts for goods and services; and to perform other related work as required.


DISTINGUISHING FEATURES

Procurement and Contracts Supervisors work in the Procurement Department of the General Services Agency and report to the Manager, Purchasing Division. Positions allocated to this class will have supervisory responsibility over positions in the classes of Procurement and Contracts Specialists and Assistants, including responsibility for hiring, training, performance evaluations, discipline and grievance resolution. Incumbents have the responsibility for supervising the administration of the County's contracts. Procurement and Contracts Supervisors differ from the Procurement and Contracts Specialists II classification because of the Procurement and Contracts Supervisor’s supervisory responsibility. This class is distinguished from the next higher class of Manager, Purchasing Division in that the latter class is responsible for directing and supervising through subordinates the work of the entire purchasing division. The Manager, Purchasing Division also assists in the budget preparation for the department.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

1. Plans, assigns, directs and evaluates the work of a team of Procurement & Contracts Specialists and Procurement & Contracts Assistants; supervises the implementation and control of appropriate performance standards; coordinates training for team members; schedules and coordinates work assignments establishing priorities; assists the Manager, Purchasing Division in training team members in purchasing techniques and product knowledge.

2. Supervises a team of Procurement & Contracts Specialists in the administration of County's contracts for goods and services; represents the Procurement Department in meetings with client departments, vendors and members of the community; performs special projects as assigned by the Manager, Purchasing Division; analyzes and recommends purchasing procedures and methods.

3. Provides consultation and confers with County’s departments regarding needs and requirements, budget expenditures, lease versus purchase analysis and development of specifications; confers with County Counsel regarding interpretation of contract language; and confers with County’s Risk Management Unit regarding insurance requirements.

4. Investigates new technological advancements; analyzes and makes recommendations for new products and new services as applied to Alameda County's requirements; contacts vendors for current information regarding pricing, availability, warranties, delivery, and other information as needed.

5. Oversees the preparation of Requests for Interest, Requests for Proposals, Requests for Quotations and contract documentation.

6. Analyzes bids for conformance to specifications and suitability for required use, and may test samples submitted; recommends bid most economically fulfilling needs.

7. Reviews documentation prepared by Procurement and Contracts Specialists recommending the award of contracts before forwarding to senior General Services Agency management.

8. Confers with suppliers or manufacturers to obtain information on required products and services; visits vendors' facilities; reads trade publications and consumer reports; keeps abreast of market conditions, product developments, and relative merits of individual vendors.

9. Analyzes products, requisitions, past purchases, and uses; determines whether commodities could be purchased more economically on a long-term contract basis.

10. Facilitates staff meetings; makes presentations to GSA management, client departments or other groups as required; prepares reports, recommendations, and correspondence.

11. Assists the Manager, Purchasing Division in the development and facilitation of training for Procurement staff, client departments and vendors.

12. May act in the absence of the Manager, Purchasing Division.

MINIMUM QUALIFICATIONS

Either I

The equivalent of two years as a Procurement & Contracts Specialist II in the Alameda County classified service.

Completion of the Alameda County Management Academy “Management & Supervision Certificate Program” may substitute for six (6) months of the required qualifying experience.

Or II

The equivalent of six years of full-time experience as a journey level Procurement professional. (A Bachelor's degree in Business Administration, Public Administration or a related field from an accredited college or university may be substituted for four years of the required experience.)

Certification:

Possession of a CPM (Certified Purchasing Manager), CPPO (Certified Public Purchasing Officer) or CPSM (Certified Professional in Supply Management) is desirable.


NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

Knowledge of:

• Effective business practices.
• Laws of contract and sales as applied to purchasing transactions, such as knowledge of the Uniform Commercial Code.
• Characteristics of the materials, supplies, and services used by large public agencies.
• Organizational management and familiarity with the procurement of different kinds of materials, supplies and services used by large public agencies.
• Principles and practices of purchasing for a public agency.
• Practices and methods of purchasing by specification and competitive bidding.
• Computer skills such as Microsoft Word, Excel, PowerPoint, Outlook, touch-typing and Internet searches.


Ability to:

• Supervise, manage, mentor, train and evaluate staff.
• Plan, organize and prioritize.
• Handle a wide variety of purchasing and supervisory tasks as may be assigned.
• Train staff to conduct complex value/cost analysis and negotiate purchasing contracts.
• Prepare and/or analyze complicated (e.g. highly technical or unusual) product specifications and complex, substantive contracts and requisitions.
• Train staff to analyze past purchasing practices, methods, and procedures and recommend new procedures.
• Accept increasing responsibility and demonstrate ability to develop on the job.
• Gather and analyze data.
• Reason logically, draw valid conclusions, and make appropriate recommendations.
• Participate effectively in conferences and individual interviews and speak effectively in public.
• Establish and maintain effective working relationships with others and gain their respect and confidence.
• Train staff to analyze and evaluate commodities of competitive bidders from vendors' descriptions or samples and award bids and contracts in accordance with established policy and law.
• Train staff to prepare accurate and concise product specifications.
• Work effectively with vendors, departments, and the general public.

CLASS SPEC HISTORY

PR:Lm-h/Revised: 3/84
TAT:ara/Revised: 2/91
0033h
co updated: 4/18/00
CSC Date: 2/13/91
IB:pf Revise/Retitle 9/3/04
[old title: Senior Buyer]
CSC Date: 11/17/04
RE:cs Revised 8/1/13
CSC Date: 8/21/13
AS:cs Revised 11/22/13
Old Title: Senior Procurement and Contracts Specialist
CSC Date: 1/8/14
IB:cs Revised 6/21/16
CSC Date: 7/20/16

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees)
• Accidental Death and Dismemberment Insurance 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Management Paid Leave**
• Catastrophic Sick Leave
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.