PROCUREMENT MANAGER

Recruitment #2010-0986-001

Introduction

 

The Procurement Division of the City of Tucson’s Business Services Department is seeking motivated individuals to join its contracting team. As a member of this critical team, you will be one of twenty people who are responsible for buying all the goods, services, and construction that all City departments purchase. Contracts range from bicycles, to helicopters, to playground equipment, to veterinary services, to health benefits, to financial services, to road construction, and every other good or service that is needed to make the City run smoothly. The Procurement Division is committed to the principles of open, fair, and equitable competition, and to ensuring that our community receives the best value for the tax dollars that we spend. The Procurement Division of the Business Services Department is managed by a Procurement Administrator. The contracting team consists of professional contracting staff at 4 levels, which are described below. The City is recruiting for multiple new team members, and at all 4 levels; therefore, interested applicants are encouraged to apply for all positions for which they meet the minimum qualifications.

• The Procurement Manager position is a supervisory position that is primarily responsible for overseeing a staff of Principal Contract Officers, Senior Contract Officers, and Contract Officers. Procurement Managers are secondarily responsible for a limited amount of contracting.

• The Principal Contract Officer position is a lead position (but non-supervisory) that is responsible for contracting for customer departments, as well as leading special projects for the Procurement Division.

• The Senior Contract Officer position is responsible for contracting for customer departments, as well as participating in special projects for the Procurement Division.

•  The Contract Officer position is the entry level position and is responsible for contracting for customer departments.

The Procurement Division is pleased to be able to offer its team members opportunities for professional development in order to prepare them for advancement opportunities. Employees entering as Contract Officers will be encouraged to gain experience, hone their skills, and advance through the series of positions described above.

For 25 consecutive years, the Procurement team has received the Achievement of Excellence in Procurement Award and is one of only 5 Procurement agencies in the country to have received the award every year since its inception. This award recognizes organizational excellence in public procurement. It measures innovation, professionalism, e-procurement, productivity, and leadership.

We invite you to consider joining the City of Tucson’s Procurement Team!

The City of Tucson is committed to the health and safety of its employees and citizens. In light of our current health crisis, this position has been approved to telecommute. The successful candidate will telecommute at least 50% of the time until further notice. More information on the City of Tucson's Telecommuting Administrative Directive can be found using the following link: https://www.tucsonaz.gov/files/hr/ad/2.01-19_2.pdf

 

General Description

The Procurement Manager:

    • Supervises personnel performing Procurement related functions and assists in the administration of the Shared Services Procurement Division of the Business Services Department. 
    • Prepares, solicits, evaluates, negotiates and administers the most critical, complex, and/or high profile contracts.
    • Develops, coordinates and implements procurement programs, policies, and training materials.    
    • Provides procurement related and contract management guidance to City employees and to the vending community

Distinguishing Characteristics

This position reports directly to the Procurement Administrator.  It supervises at least two full-time employees. Employees reporting to the Procurement Manager may be physically working in one location and/or in multiple procurement satellite offices.

Essential Functions

Coordinates and supervises a team of contracting professionals by assigning work tasks, providing directions and assistance, establishing priorities, training new employees on policies and procedures, and reviewing and editing work. Performs hiring activities, disciplinary actions, performance evaluations and coordinates human resources actions. Manage employees in one location or in multiple Procurement Satellite Offices.

Acts as a liaison with, and resource for, the City departments that are served by the Procurement Manager’s team of employees by: 
regularly communicating with the executive leadership, attending management meetings or other meetings where beneficial, providing training to the staff of those departments, assisting with contract management activities, vendor performance issues, dispute resolution, mediating and resolving contractual issues, etc., providing Procurement guidance, making decisions pertaining to the application of procurement laws, policies, procedures and practices, facilitating meetings and offering solutions to problems.

Assists with executing and sustaining the Business Services Department’s vision.

Evaluating and managing employee performance, discussing and identifying personnel issues and facilitating resolutions, promoting positive morale in the unit, ensuring staff is trained appropriately for maximum performance, and providing leadership and guidance, Develops strategic partnerships and contacts with community representatives, external agencies, and other organizations to develop a sense of relevant issues facing our community and to respond as a representative of the City.    

Contributes to the needs of the community and the City by implementing and causing others to implement the organization’s values and strategies by leading through example, competency, and accountabilities.

Maintains technical and professional knowledge through such means as attending seminars, reviewing professional publications, taking classes and webinars.

Developing and maintaining vendor and customer relationships. 

Procures the most critical, complex, and/or high profile solicitations and manages complex procurement projects by: 
  • Reviewing, editing and finalizing requirements for solicitations and service agreements;
  • Preparing, soliciting, evaluating and negotiating and awarding contracts; 
  • Conducting pre-solicitation conferences, facilitating and managing evaluation meetings, conducting consultant interviews, demonstrations, site visits and inspections;
  • Conducting contract compliance activities including claims and dispute mitigation; Reviewing, analyzing and responding to protests.

Develops, coordinates and implements procurement programs and policies by researching governing laws, making recommendations, evaluating current policies and practices and facilitating focus groups, surveys and special projects.

Ensures maximum value for expenditures by preparing and negotiating contracts, making contract award recommendations, conducting market research, providing cost and price analysis, adhering to and implementing regulations and policies and documenting contract activity.

Completes special projects as assigned.

Performs other related duties as assigned or requested. Any one position may not include all of the duties listed. This job classification specification identifies the responsibilities and tasks typically associated with the performance of the position.

Minimum Qualifications

Minimum Education Level & Type: Bachelor’s Degree
Minimum Experience Qualifications: At least 5 years public contracting
Minimum requirements must be met as stated above.

Special Job Requirements

At least one of the following professional Procurement certifications:

  • Certified Purchasing Manager (CPM) from the Institute for Supply Management (ISS),
  • Certified Professional Public Buyer (CPPB) from the Universal Public Procurement Certification Council(UPPCC),
  • Certified Public Procurement Officer (CPPO) from the Universal Public Procurement Certification Council (UPPCC), 
  • NIGP Certified Procurement Professional (NIGP-CPP) from NIGP

Selection Plan

Applicants who meet the minimum qualifications will be evaluated on the education and work experience in their employment profile and the responses to their supplemental questions. The highest scoring applicants will then be invited to participate in the following assessments:  

  • Phone Screening (Pass/Fail) will be held the week of November 2, 2020
  • Written Assignment will be sent to applicants who pass the phone screening and will be due prior to selecting a time slot for the virtual interview 
  • Virtual Oral Board Interviews will be held the week of November 16, 2020     *It is important to note that the City of Tucson uses Microsoft Teams for its virtual interviews. Please ensure that you have access to this software application.
  • Presentation will be included as part of the virtual Oral Board Interviews. 

Upon completion of all examination processes, the highest scoring applicants will be placed on the Civil Service Employment List.  An applicant's ranking on the Civil Service list will be based on their final score which will be calculated as:      

  • 5% of your rating for education and work experience
  • 25% for your written assignment  
  • 60% of your oral board interview   
  • 10% of your presentation 

This recruitment will establish a civil service list that will be utilized to fill vacancies occurring within the next 6 months. Veterans, Native American, or Disability preference points will be added to the final score for those that are placed on the Civil Service Employment List.  If you qualify for preference points as outlined in the Employment Profile, and are invited to the Oral Board interviews, please email your documentation to Pilar.Jauregui@tucsonaz.gov. The DD 214 must be a copy that indicates characterization of service.  

If you are in need of Americans with Disabilities Act-related accommodation during the testing process, please email Pilar.Jauregui@tucsonaz.gov at least 48 hours prior to the evaluation.

Conclusion

Communications throughout this process will be sent via email exclusively so please ensure your browser accepts emails from jobs@tucsonaz.gov and check your email account regularly; this may include your junk box/spam filter. Failure to respond or follow instructions will result in disqualification.

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To ensure accurate payroll information for tax purposes, the successful candidate will need to provide their original Social Security Card or original letter from the Social Security Administration with their social security number prior to beginning work with the City of Tucson.

The City of Tucson hires lawful workers only - US citizens or nationals and non-citizens with valid work authorization - without discrimination. Federal immigration laws require all employers to verify both the identity and employment eligibility of all persons hired to work in the United States. In its efforts to meet the law's requirements, the City of Tucson participates in the E-Verify program established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to aid employers in verifying the eligibility of workers.

Retired City of Tucson employees receiving benefits from the Tucson Supplemental Retirement System who are considering reemployment with the City should be aware that pursuant to Section 22-37(g) of the Tucson City Code, retirement benefits shall be suspended during the period of reemployment with the City of Tucson unless you have been separated at least twelve consecutive months before returning to work AND you return to a non-permanent employment classification. Creditable service does not accrue during any reemployment period.

Job Description Disclaimer

This description is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of duties and responsibilities shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. They are intended to describe the general nature and level of work being performed by individuals assigned to this position.


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