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Procurement Agent Lead – CCPA Program Administrator #2402-236800-02

Date Opened
Friday, February 09, 2024 8:00 AM
Close Date
Thursday, February 29, 2024 8:00 PM
Section
General Services
Salary
  • $75,061 - $93,826
Employment Type
  • Full Time

Introduction

The goal of the City of Charlotte’s General Services Department is to guide agencies through innovative and efficient deployment of resources to meet their missions and fulfill the needs of the city in a rapidly evolving and complex environment. The Department will design and deliver expanded, shared services across departments and for the City of Charlotte to improve performance and save taxpayer money. General Services consists of capital project management, fleet services, procurement, environmental services, property management, and other support services.

City Procurement, a Division of the General Services Department, is responsible for centralized governance and oversight of the City of Charlotte's procurement and contracting activities. The Division is comprised of four procurement teams, each responsible for a specific area of focus as an internal support organization to all city departments in the acquisition of Construction/ AES/ Facilities, Commodities, Services & Technology, and Transit Procurement Management. In addition, City Procurement manages the Asset Recovery and Disposal (ARD) Program, Corporate Procurement-Card Program, Corporate Compliance Program, Vendor Administration, the Charlotte Cooperative Purchasing Alliance (CCPA), and the Strategic Optimization Program (SOP).

Overview

The City of Charlotte is the largest municipality in North Carolina and the 15th largest city in the United States, with a total population of more than 897,000 citizens. A major commerce center, Charlotte hosts several of the nation’s largest banks and technology companies.

Also known as the Queen City, Charlotte is home to the Carolina Panthers, the Charlotte Hornets and the NASCAR Hall of Fame. We work hard to ensure that the community will be a winning city for everyone – a truly remarkable place to live, work, learn and play. Join us in helping to keep our City thriving, ensuring upward mobility and advancement in the workplace.

Function

Professional

Summary

Charlotte Cooperative Purchasing Alliance (CCPA) is a cooperative purchasing program established by the City of Charlotte with the mission of Partnering with other government agencies through Shared Vision, Shared Commitment and Shared Value. The CCPA has been established to provide for the advancement of public procurement solutions that are compliant, competitive, and collaborative.

The CCPA Program Administrator is responsible for leading program strategy, project delegation, and program implementation for all aspects of the CCPA. Primary responsibilities include overall program management consisting of vendor relationship management, provides procurement and contracting expertise, consultation and oversight in support of all procurement needs and requirements, revenue collection and reporting, marketing, training, customer service, and website maintenance. This position will perform all aspects of procurement and contracting activities related to the acquisition of goods, commodities, equipment, technology and services for CCPA as necessary. The CCPA Program Administrator supervises daily operations; manages assigned staff; works on continuous improvement of processes; coordinates with legal area on contract and negotiation issues; and reviews changes in compliance requirements.

The CCPA Program Administrator ensures the application of state and local guidelines and statutes, as well as best business practices to protect the integrity of the procurement process while serving the needs of the customers. The best candidate will know how to collaboratively utilize economies of scale effectively and strategically to maximize the ability to command the best services, prices, and the most cost effective, value-added solution for each customer.

Major Duties and Responsibilities

  • Primary responsibility for leading and supervising all activities related to the CCPA.
  • Ensure compliance with the city’s Charlotte Business INClusion program in all CCPA activities as required.
  • Assists with Requests for Council Action (RCA) agenda process; serves as procurement subject matter expert at RCA review meetings for CCPA procurements conducted.
  • Performs review and approval functions within enterprise-wide resource management systems.
  • Develop processes, procedures, and templates to maximize efficiency, promote standardization and consistency in the activities of the procurement team and ensure segregation of duties.
  • Assists with policy and compliance implementation and monitoring, as well as process and procedures assessment, development, and optimization to ensure successful procurement outcomes.
  • Provides consultation to procurement staff and Departmental operating partners to support effective strategies in the acquisition of goods, commodities, equipment, technology and services.
  • Deals with escalated issues related to procurement protests/appeals.
  • Develops and implements effective controls that meet established City Procurement standards with a high degree of rigor.
  • Develops and implements compliance and monitoring plans as part of City Procurement’s Strategic Optimization Program along with development of performance measures for procurement related functions.
  • Develops and implements effective change management strategies.
  • Performs effective strategic forecasting designed to assist with planning and prioritization of procurement related requests for service; and
  • Oversees the daily procurement functions associated with competitive bidding activities, which includes, but is not limited to, supervision of prioritizing and scheduling of solicitations, working with operating and financial staff responsible for spend data to determine need and potential economies of scale, review of specifications and scopes to determine effectiveness for competitive solicitation, development of contracts in collaboration with Legal, aggregation of bids where possible on a department wide basis, review of and implementation of opportunities to utilize citywide contracts and cooperative agreements that meet needs with full local, state, and federal compliance.
  • Ensures legal and ethical observance of all state statutes and guidelines along with best business practices on all formal and informal procurement processes.
  • Provides daily and strategic consultation and guidance in order to facilitate procurement and contracting decisions on a senior level.
  • Assists the Chief/Deputy Chief Procurement Officers in providing leadership and guidance, strategic planning, division initiatives, as well as budget development, revenue projections and reporting.
  • Conducts performance reviews of assigned staff, administers performance and growth plans, and coordinates training plans designed to improve leadership, business, and technical skills.
  • Works annually with all supported Departments to effectively plan and prioritize needed procurements.
  • Ensures that required procurements are completed timely and at a fair and reasonable cost to the organization, while working to mitigate and minimize obstacles that negatively impact schedules, cost, audits, and outcomes.
  • Cooperates with city, state and federal audit and oversight agencies on procurement audits and ensures findings are resolved in a timely manner.
  • Acts in a lead capacity to provide procurement training as needed on policy, process, systems, and specialized and/or unique training as may be requested from time-to-time by city departments.
  • Develops and implements customer-focused approaches to procurement and contracting activity that decrease process cycle time, transaction costs, and minimize customer complaints.
  • Assists with employment selection and development processes to support the City’s goals for recruitment and retention of qualified and motivated employees.  Implements processes for employee development that includes training and educational components.
  • Works collaboratively with the City Attorney’s Office, the City Clerk’s Office, Internal Audit, Risk Management, and Finance to ensure that all procurement activities are performed in an appropriate, legal, and accurate manner with risk properly mitigated and funding issues minimized.
  • Represents, communicates, and collaborates effectively across all levels of city government to accomplish procurement initiatives and objectives.
  • Performs other related job duties as assigned.
  • Performs senior level purchasing and contracting activities associated with establishing cooperative contracts at the local, national and regional level for commodities, goods, services, technology and equipment needs.
  • Provides daily and strategic consultation to facilitate procurement and contracting strategies and decisions and lead procurement project planning processes and procedures.
  • Performs in-depth research, fact finding, informal requests for information and other due diligence as may be required to support project requirements and contracting strategies.
  • Manges the CCPA website.
  • Coordinates monthly and quarterly reporting with CCPA vendors including all required communications and invoicing to ensure accurate and timely revenue collection and reporting.

Knowledge, Skills & Abilities

  • Requires in-depth knowledge and hands-on experience with the solicitation and procurement of goods, commodities, equipment, technology, and services, including contract drafting, negotiation, execution, and management.
  • Excellent analytical skills with ability to problem solve.
  • Ability to clearly communicate thoughts and ideas orally and in writing.
  • Ability to manage numerous projects simultaneously.
  • Working knowledge of local, state, federal, cooperative procurement exemption and contracting methodologies.
  • Ability to function with minimal supervision across multiple procurement disciplines.
  • High proficiency required in Microsoft Office Suite products.
  • Strong customer service and interpersonal skills with ability to collaborate, establish, and maintain effective working relationships.
  • Attention to detail and accuracy of work.

Preferred Qualification

  • Bachelor’s degree five to seven years of related work experience in purchasing a variety of products, services, equipment, materials and supplies
  • Candidates with previous purchasing experience with a government entity and/or cooperative purchasing experience or program management are highly desired
  • Professional certification(s) (i.e. C.C.M., CLGPO, C.P.M, CPPO, and CPPB) is strongly desired

Minimum Qualifications

  • Bachelor’s Degree and three years of related experience, Associate’s Degree and seven years of experience, High School Diploma or equivalent and 10 years of experience, or an equivalent combination of education and relevant experience that provides the necessary knowledge, skills and abilities to successfully perform the essential job duties.

Salary

  • $75,061 - $93,826 Commensurate with experience

Conditions of Employment

The City’s Background Check Policy requires background checks to be conducted on final internal or external candidate(s) applying for any position with the City of Charlotte. The type of information that will be collected as part of a background check includes, but is not limited to: reference checks, social security verification, education verification, criminal conviction record check, and, if applicable, a credit history check, sex offender registry and motor vehicle records check.

Background checks must be in compliance with all federal and state statutes, such as the Fair Credit Reporting Act (FCRA). The checks must be consistent with the guidelines set forth by these laws requiring organizations to obtain a candidate’s written authorization before obtaining a criminal background report, motor vehicle records check or credit report; and to properly store and dispose of information derived from such reports.

Please note that all job offers are contingent upon an applicant successfully passing a new hire background check and drug screening. If an applicant does not pass the background screening the offer will be rescinded. 

The City of Charlotte is an Equal Opportunity Employer.

How To Apply

Apply online.

Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job.

You are welcome to visit the City of Charlotte Human Resources Department lobby where we have workstations available. Our office is located at 700 East 4th Street, Suite 200, Charlotte, NC 28202. Our hours are Monday through Friday, 8 a.m. to 5 p.m. (EST), excluding official City holidays.

Anyone seeking an accommodation to apply for a job may call (704) 336-2285 for assistance or you may email questions to CityHrJobPostingsNotify@ci.charlotte.nc.us.

Benefits

The City of Charlotte provides a comprehensive benefits package to all employees.

Click here to learn more about the City of Charlotte’s benefits.

The City of Charlotte is a drug and alcohol-free workplace.

In Conclusion

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