Senior Procurement Compliance Administrator
Company: County of Santa Barbara
Location: Santa Barbara
Posted on: October 23, 2024
Job Description:
Description
*Notice of Change: This recruitment is open until filled.
Salary: $90,404 - $115,378 Annually
We are currently accepting applications to fill one full-time
Senior Procurement Compliance Administrator vacancy in Santa
Barbara. The current vacancy is in the General Services Department
- Procurement Services Division. This job classification is a
Procurement & Contracts Management Professional Senior in the
leadership series.
THE POSITION: Under general direction of the Chief Procurement
Officer, the Procurement Compliance Manager is a working manager
role that is involved in all business areas of the division, and
performs, plans, organizes, coordinates, and directs the County's
purchasing services activities. Responsibilities of the position
include managing the purchasing programs to ensure compliance
requirements are met, identifying and mitigating risk by working
with the buyers and department purchasing and contract specialists
to develop solicitations and contracts; assisting the Chief
Procurement Officer or designee with audits for contract
compliance, resolving issues with departments, responding to
inquiries from management, suppliers, and others, investigating and
preparing recommended responses to bid/proposal protests,
recommending updates to purchasing policy, procedure, and
ordinances; coordinating purchasing compliance training and
activities with other county departments; training, supervising and
evaluating assigned personnel; performing other duties as
required.
This position is responsible for ensuring all County contracts for
goods, and professional services and all solicitations are in
compliance with federal, state, and county requirements. The
position is required to maintain strong professional relationships
across county departments, vendors, the public and other regulatory
agencies. In this role, the incumbent will provide guidance and
leadership to the Procurement team, daily customer service, and
oversight of complex assignments requiring knowledge of purchasing
policies, contract management, solicitation processes, ordinances
and laws, US Postal Service regulations, and fixed asset and
accounting policies. In addition to the supervisory role, the
incumbent will be responsible for monitoring changes in laws or
policies that impact procurement, contracting, mail services and
surplus operations and ensuring appropriate changes are implemented
and communicated.
The Ideal Candidate will possess:
- Relevant certifications such as, Certified Public Procurement
Officer (CPPO), Certified Professional Buyer (CPPB), or Certified
Purchasing Manager (CPM)
- Experience as an effective trainer and facilitator
- Experience with strategic sourcing of goods and services
- Experience in database administration and management, reporting
and analytics
- Experience in developing and managing processes for requests
for proposals (RFP), requests for quotes (RFQ), request for
information (RFI), bids both formal and informal, quotes, as well
as contract formulation, compliance and administration
- Experience with an e-procurement system, the Workday Enterprise
Resource Planning (ERP) software or other ERP systems
- Experience managing special projects and presenting ideas to
senior management
- Detail-orientated with a strong sense of personal
responsibility and ownership of work product
- Excellent interpersonal skills with demonstrated ability to
communicate effectively both verbally and in writing with internal
and external customers and suppliers
- Demonstrated professional experience drafting board letters,
closed session memos, or similar documents seeking approval from
public agency or other governing bodies
- Familiarity with public contracting in a governmental setting,
with a focus on public project contracting processes
Examples of Duties
- Leads the Procurement team and participates in daily
operations, and provides training, guidance, and general oversight
to staff.
- Manages and is responsible for complex rating, billing,
reconciling, and database management related to mail service
operations, coordination of surplus operations and related fixed
asset management, and the development of policies, procedures,
documentation and communication for these services across the
county.
- Plans and monitors purchasing orders and requisition; drafts
internal/external correspondence; assists with the development of
solicitation processes; reviews and issues RFPs, RFIs, and RFQs;
ensures compliance with Federal, State and County Purchasing
requirements, US Postal Service regulations and Surplus Property
requirements.
- Serves as the Buyer for large and complex purchasing
transactions; keeps abreast of changes in regulations, current
trends, product information and practices regarding professional
purchasing.
- Ensures, upholds, and models sound ethical standards for
purchasing staff and communicates and explains them to customers,
vendors and other County staff.
- Administers the budget and financial reporting for Procurement
Services and prepares budget requests and supplemental
materials.
- Maintains records and prepares reports and correspondence.
- Serves as a primary resource for customers, vendors, and staff
to interpret policies and procedures, Federal and State procurement
statues, assessing client needs and providing dispute resolution
when necessary; participates in public outreach with the goal of
increasing vendor participation.
- Interprets County and departmental policies, County codes,
state statutes, and regulations governing purchasing activities and
the awarding of contracts.
- Reviews procedure manuals and training materials to ensure that
changes in law, policy, and procedure are properly reflected on the
Purchasing Department's Web page and in all published
materials.
- Audits procurement activity for compliance; enforces County,
state, and federal regulations, laws and ordinances, and recommends
corrective action in cases of non-compliance.
- Prepares Board Letters and related supplemental paperwork in
support of board reports on procurement activity, and contracts for
Board approval.
- Develops and presents regular training sessions for County
staff.
Employment Standards
The knowledge, skills, and abilities listed below may be acquired
through various types of training, education, and experience. A
typical way to acquire the required knowledge and abilities would
be:
- Bachelor's degree in business administration, public
administration, purchasing or related field AND Four (4) years of
progressively responsible experience involving planning, analysis,
coordination, and evaluation in the field of procurement.
Additional Requirements: Possession of a valid California Class C
Driver's License may be required.
Knowledge of:
- Principles and practices of
leadership, motivation, team building and conflict resolution.
Standard and accepted methods of writing requests for proposals,
selecting consultants and negotiating contracts. Principles and
practices of public administration and principles of organization,
management, and staffing. Pertinent local, state, and federal laws,
guidelines, regulations, and statutes. Principles and practices of
public finance, budgeting, and fiscal control. Principles and
practices of public human resources. Principles and techniques to
plan, develop and coordinate comprehensive local government public
relations, communications, and media relations programs. Standard
research techniques, including the use of surveys and
questionnaires. Principles and techniques of administrative
analysis, including workload measurement, workflow and layout, work
simplification and systems and procedure analysis. Principles and
practices of local government, including county administration,
organization, programs, and functions.Modern office procedures,
methods, and computer equipment. Computer software, including word
processing, spreadsheet, presentation, and database applications.
English usage, spelling, punctuation, and grammar. Ability to:
Read, analyze, evaluate, and summarize written materials and
statistical data including reports, financial reports, and budgets.
Compose, coordinate, and edit a variety of educational,
informational, and promotional materials for dissemination and use
by the County, other agencies, news media, and the general public.
Apply the principles and practices of motivation, team building and
conflict resolution. Obtain information through interview process;
successfully accomplish multiple assignments; deal firmly and
courteously with the public. Determine effective method of
research; compile data and present it in a form most likely to
enhance understanding. Prepare reports, statistical data, forms,
questionnaires, and surveys. Analyze problems, identify alternative
solutions, project consequences of proposed actions, and implement
recommendations in support of goals. Interpret and apply pertinent
local, state, and federal laws and regulations. Analyze situations
quickly and objectively, apply appropriate elements of decision
making and determine the proper course of action. Effectively deal
with high levels of ambiguity and possess the ability to navigate
through the ambiguity. Exercise initiative, sound independent
judgment, tact, sensitivity, and discretion and maintain
confidentiality within established guidelines. Collaborate with
various community groups in a tactful and effective manner.
Communicate clearly and concisely, both orally and in writing. Make
effective presentations to the community and the media. Understand,
interpret, explain, and apply complex rules and procedures. Analyze
systems and administrative and management practices and identify
opportunities for improvement. Establish and maintain effective
working relationships with a diverse range of individuals,
including but not limited to coworkers, subordinate staff,
supervisors, other managers, professional agencies, and the general
public.
Supplemental Information
APPLICATION & SELECTION PROCESS:
- Review applications and supplemental questionnaire to determine
those applicants who meet the employment standards.
- Supplemental Question Ranking: Responses to the required
supplemental questionnaire will be evaluated and scored.
Candidates' final score and rank on the eligibility list will be
determined by the responses to the scored supplemental
questionnaire. This process may be eliminated if there are fewer
than 11 qualified candidates. Applicants must receive a percentage
score of at least 70 on the Supplemental Questionnaire Ranking to
be placed on an employment list. An adjustment may be made to raw
scores based on factors listed in Civil Service Rule VI. Those
candidates who are successful in the selection process will have
their names placed on the employment list for a minimum of three
months. At the time the employment list is established, all
candidates will receive written notice of their score on the
exam(s), rank on the employment list, and exact duration of the
employment list.
Conditional Job Offer: Once a conditional offer of employment has
been made, candidate will be required to successfully complete a
background check, which includes a conviction history check, and
satisfactory reference checks. Appointee will be subject to a
post-offer medical evaluation or examination. The appointee must
satisfactorily complete a one-year probationary period.
The Hiring Department may conduct a background check that may
include Live Scan screening.
Recruiters will communicate with applicants by e-mail during each
step in the recruitment process. Applicants are reminded to check
spam filters continuously during the Recruitment & Selection
Process steps listed above to ensure they do not miss required
deadlines.
REASONABLE ACCOMMODATIONS: The County of Santa Barbara is committed
to providing reasonable accommodation to applicants. Qualified
individuals with disabilities who need a reasonable accommodation
during the application or selection process should contact the
recruiter listed on the job posting. We require verification of
needed accommodation from a professional source, such as a Medical
Provider or a learning institution.
Disaster Service Worker: Pursuant to Governmental Code section
3100, all employees with the County of Santa Barbara are declared
to be disaster service workers subject to such disaster service.
Activities as may be assigned to them by their superiors or by
law.
BENEFITS: The County of Santa Barbara offers generous benefits. For
information click In addition, applicants from other public sector
employers may qualify for:
- Retirement reciprocity
- Time and service credit towards an advanced vacation accrual
rate
Statement of Commitment
The County of Santa Barbara is dedicated to cultivating and
sustaining an environment that exhibits equity and inclusion
everywhere, and at all levels of our organization. The County
believes equity is a fundamental principle that must be imbedded in
policies, institutional practices and systems. The County
recognizes the negative impacts of systemic racism and is committed
to eliminating the barriers affecting our Black, Latinx,
Indigenous, and Asian community members, as well as people of other
diverse racial and ethnic backgrounds. We envision a world where
society and its systems (e.g. education, criminal justice, and
health care, housing the economy) are just, fair, and inclusive,
enabling all people to participate and reach their full
potential.
We celebrate community and employee diversity, strive for inclusion
and belonging, and promote empowered participation. We aspire to
build a workforce that is reflective of these values and the
communities we serve. We are proud to be an equal opportunity
employer and will resolutely uphold federal, California state law
and/or Santa Barbara County ordinances.
We believe equity and inclusion are vital to fulfill the County's
mission and to embody a culture of "One County, One Future."
Expanding the full range of employee talent allows the County to
deliver our best to all our community members.
We believe in the dignity and humanity of all people. We strive for
a healthy and prosperous society that promotes all people having
equitable access and opportunity.
APPLICATION AND SUPPLEMENTAL QUESTIONNAIRE DEADLINE: Open until
filled. Applications and job bulletins can be obtained 24 hours a
day at www.sbcountyjobs.com.
Collin Graham, Senior Talent Acquisition Analyst:
cgraham@countyofsb.org
Keywords: County of Santa Barbara, Hawthorne , Senior Procurement Compliance Administrator, Accounting, Auditing , Santa Barbara, California
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