County of Alameda

DESCRIPTION

Under administrative direction, oversees, and manages the centralized Procurement Division of the County; develops and administers countywide policies, procedures, regulations, and guidelines related to purchasing and contracts; provides leadership in planning, developing, and evaluating policies, systems, initiatives, and objectives for the Procurement Division; and performs other related duties as required. 

 

DISTINGUISHING FEATURES

This is a single-position class located in the Alameda County General Services Agency (GSA) and reports to the Chief Deputy of Administration, GSA. The Procurement Administrator is further responsible for strategic planning to enhance the centralized procurement functions, services, systems, and applications. This position develops, implements, and evaluates policies, projects, and programs allocating resources to efficiently and effectively meet the needs of its customers and achieve strategic objectives of Agency and the County.

The Procurement Administrator differs from the next higher class of Chief Deputy of Administration in that the latter acts as the principal assistant to the GSA Director and has overall planning, administrative, and policy development responsibilities for various divisions/services, including, but not limited to Procurement, Finance, Information Systems, Child Care Services, and Office of Acquisition Policy (OAP). The Procurement Administrator differs from the next lower class of Manager, Purchasing Division, in that the latter plans and coordinates the activities and functions of the Procurement Division, and supervises Procurement and Contract Supervisors.

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. Oversees, directs, and manages the centralized Procurement Division through supervising staff.

2. Develops and administers countywide policies, procedures, regulations, and guidelines related to purchasing and contracts.

3. Plans, develops, and evaluates policies, systems, initiatives, goals, and objectives for the Procurement Division. 

4.   Collaborates with County agencies and departments in the development of short-term and long-term procurement planning in order to meet countywide and departmental business needs. Prepares and directs the preparation of Board letters, reports, presentations, and other written materials.

6. Makes presentations and represents the Agency before the Board and community groups relating to procurement items.

7. Prepares and administers the budget for the Procurement Division; directs and monitors expenditures in accordance with the approved budget.

8. Reviews and approves contracts and/or agreements for services of significant cost and scope.

9. Prepares and interprets contractual agreements, technical specifications, and bid/proposal documents.

10. Negotiates blanket-purchased items representing the lowest cost and highest quality available.

11. Manages and coordinates the credit card programs, including training of proper use of P-Cards.

12. Directs the preparation and maintenance of various statistical, fiscal, and operational reports and studies.

13. Interviews, selects, trains, supervises, motivates, evaluates, and disciplines subordinate staff.

14. Facilitates strategic and operational planning to include business process re- engineering and future applications related to procurement.

15. Develops and ensures procurement policies, procedures, and practices are in compliance with state and federal grant regulations.

16. Oversees the monitoring and auditing of data to ensure compliance with local, state, and federal rules and regulations related to procurement.

17. Develops strategic partnerships and contacts with community representatives, external agencies, and other organizations.

MINIMUM QUALIFICATIONS

Education:

Possession of a bachelor's degree from an accredited college or university in public administration, business administration, accounting, finance, marketing, economics, purchasing, supply chain management, or in a related field.

AND EITHER I
Experience:

The equivalent of four (4) years’ experience in the class of Manager, Purchasing Division.

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

OR II
Experience:

The equivalent of seven (7) years recent professional-level experience managing and supervising a large purchasing operation of a variety of materials, supplies, and equipment, which included budget preparation and program planning.

License:

All candidates must possess a valid California Motor Vehicle Operator’s license.

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:

• Business processes, practices, principals, and trends related to procurement and contracts
• Laws, regulations, and rules related to procurement and contracts
• Principles and practices of organizational and project management
• Negotiation strategies and techniques
• Management principles and practices, including strategic work planning, employee supervision, and resource allocation
• Techniques of project management and coordination
• Evaluation methodologies, and management and data analysis
• Contract preparation, negotiation, and administration
• Principles and practices of governmental budgeting, funding and grant/contract management
• Equipment, materials, and supplies generally required by a large organization
• Competitive bid process
• Computer applications related to the work 
 

Ability to:

• Plan and organize
• Analyze and problem solve
• Make decisions
• Lead
• Negotiate
• Manage control
• Analyze budgets
• Communicate orally and in writing
• Be flexible
• Adapt to stress
• Demonstrate interpersonal sensitivity

CLASS SPEC HISTORY

Newspecs: 0185
EL:cs
CSC Date: 10/12/16