City of Greenville
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Job Location: Greenville, South Carolina
Department:
Office of Management & Budget (OMB)
Category:
General Job Listings
FLSA Status:
Exempt
Salary:
Salary Range $48,696 - $79,568
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Close Date:
12/04/2009
Immediate Supervisor:
OMB Director
BRIEF DESCRIPTION OF THE JOB:
Under limited supervision, manage the functions of purchasing, contracts administration, records management, and mail and courier services, and the City’s Minority/Woman Business Enterprise (M/WBE) program. Direct the procurement function for goods and services and contracts for all City departments/ divisions, while ensuring compliance with applicable Federal, State, and Local laws, regulations, ordinances, policies, and procedures. Direct the records management function including records storage, retrieval, and destruction. Direct the mail and courier function including internal mail collection and distribution, as well as external mail retrieval and preparation for mailing through the presort contract. Conduct special projects for the OMB Director and City Manager.
ESSENTIAL FUNCTIONS:
Provide leadership, supervision, and direction to two Buyers by managing the daily work flow and assignments of the procurement and contract activities of the City.
Provide leadership, supervision, and direction to the Records Management Coordinator by managing the daily work flow and assignments of the City’s records management function including development and implementation of retention schedules, secure storage of records, retrieval of records as required and destruction of records in accordance with approved retention schedules.
Provide leadership, supervision, and direction to the Mail Services Clerk by managing the daily work flow and assignments of the internal and external mail distribution function including collection and distribution, preparation for mailing and administration of the City’s presort mail contract.
Consult with departments/divisions in regard to procurement and contract requirements and make recommendations relating thereto. Assist in procurement/contractual negotiations relating to acquisitions by the City in cooperation with the Legal Department. Plan, develop, administer, and maintain procurement and contractual policies and procedures for the City.
Analyze for approval/denial requests for extensions or amendments to existing contracts. Work in close cooperation with the Legal and Risk departments to insure areas of risk/exposure to the City are addressed.
Administer the City’s Minority/Woman Business Enterprise (M/WBE) program including preparing M/WBE Utilization Plan and the Annual M/WBE financial report to the City Manager, facilitating M/WBE participation in the City procurement process through outreach programs and other efforts, and administering the City’s M/WBE program webpage and on-line vendor application process.
Oversee the preparation, receipt, evaluation, recommendation, and award of formal bids/proposals.
Communicate and interact with suppliers and user divisions, as necessary, on issues relating to procurement, contractual negotiation, and conflict resolution.
Prepare and present oral and written reports and respond to requests for information, as requested.
Research market and trends to keep advised of new developments in purchasing and contracting.
Promote professional development through attendance of technical and professional training classes. Continuous monitoring and refining of purchasing and contract operations to enhance service training of City personnel concerning purchasing and contracts policies and procedures.
Maintain and suggest revisions to software programs for HTE Purchasing/Inventory System as required.
PHYSICAL DEMANDS:
Overall Strength Demands:
Medium demands include standing, sitting, walking, lifting, carrying, pushing/pulling, reaching, handling, fine dexterity, kneeling, crouching, crawling, bending, twisting, climbing, vision, hearing, and talking.
Machines, Tools, Equipment and Work Aids:
Equipment utilized includes a computer and related software, copier, fax machine, telephone, calculator, and typewriter.
Primary Work Location(s):
Office Environment
NON-PHYSICAL DEMANDS:
Time Pressures
Frequent Change of Tasks
Performing Multiple Tasks Simultaneously
Tedious or Exacting Work
Noisy/Distracting Environment
Emergency Situations
Irregular Schedule/Overtime
Working Closely with Others as Part of a Team
JOB REQUIREMENTS:
Formal Education:
A four-year Bachelor’s degree or equivalent in Business/Public Administration is necessary.
Master’s degree in a related field is preferred.
Experience:
Over four years of supervisory experience in a state or local government environment with substantial experience in the areas of procurement and contract administration.
Certification and Other Requirements:
A valid SC driver’s license is necessary. Professional certification desired.
Reading:
Must be able to read and comprehend materials such as contracts, letters, purchase orders, request for proposals, request for bids, and request for qualifications.
Math:
Must be able to perform basic mathematical operations, including data flow analysis.
Writing:
Must be able to write materials such as memos, reports, contracts, requests for bid, and requests for proposal.
Managerial/Planning:
Must be able to plan, schedule, and manage the completion of ongoing responsibilities and special projects.
Reasoning:
Work requires independent analysis and judgment in accomplishing diversified duties. Requires the exercise of independent thinking within the limits of policies, standards, and procedures.
Supervisory Responsibility/Nature of Supervision:
Supervise Buyers, Records Management Coordinator and Mail Services Clerk. Work requires supervising and monitoring performance, including providing input on hiring/disciplinary actions and work objectives/effectiveness, and realigning work as needed.
Interpersonal Skills:
Must be able to effectively coordinate with external/internal customers to monitor and facilitate the procurement, contractual, and grant development functions.
Contacts Within the Organization:
Contact with all departments.
Contacts Outside the Organization:
Contact with various organizations and agencies.
Contacts with Vendors/Suppliers & General Public:
Contact with vendors, suppliers, and the general public concerning purchasing and contractually-related issues.
Budgetary Responsibility:
Responsible for monitoring budget expenditures for finite area of the budget.
DECISION MAKING:
Independent decision-making abilities required within the limits of policies, standards, and procedures.
FREQUENCY AND FREEDOM TO ACT:
Continued Freedom: Expected results from broad goals are to be produced with significant leeway to set objectives and determine techniques to accomplish results.
How To Apply:
Please fill out our Online Application by clicking the Apply button below:
Our office hours are 8:00 am-5:00 pm Monday - Friday.
The City of Greenville will provide reasonable accommodations for otherwise qualified individuals. The City of Greenville does not discriminate on the basis of race, color, national origin, sex, religion, disability status or age in employment or provision of services.
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