Job Description
Salary : $103,956.00 - $128,340.00 Annually
Location : City of Santa Monica, CA
Job Type: Full-Time Regular
Remote Employment: Flexible/Hybrid
Job Number: 241331-01
Department: Finance
Division: Procurement
Opening Date: 08/05/2024
Closing Date: 9/13/2024 5:00 PM Pacific
Job Summary Under general supervision, supervises, organizes, reviews, evaluates, and participates in the work of assigned staff involved in procuring materials, supplies, services, and equipment; develops, reviews, and evaluates complex bids, requests for proposals, and contracts for City departments; and provides highly-responsible and complex assistance to the Procurement Manager.
*filing deadline extended to 5:00 p.m. on Friday, September 13, 2024.
Representative Duties Supervises and mentors an assigned team of purchasing professionals, including assigning, planning, coordinating, and reviewing work; evaluating work performance and completing performance evaluations; maintaining work standards; assisting in new employee selection and hiring; recommending and implementing employee discipline; and providing training and assistance on tools and processes as needed.
Recommends and assists in the implementation of division goals and objectives; participates in the development of Citywide purchasing policies and procedures; and provides highly-responsible and complex assistance to the manager.
Provides professional procurement consultation, assistance, and training to City employees at all organizational levels.
Assigns requisitions to other buyers and approves routine requisitions and purchase orders in the absence of the manager; and establishes schedules and methods for the performance of professional procurement duties including a system of metrics.
Implements policies and procedures related to procurement systems.
Evaluates operations, activities, and assigned responsibilities and recommends improvements.
Prepares various reports on operations and activities.
Implements a strategic and comprehensive procurement plan.
Prepares Request for Proposals (RFPs), advertising, and posting requirements.
Processes complex procurement activities in compliance with established laws, ordinances, policies, and ethical principles.
Determines appropriate methods of procurement.
Assists end users with the development of specifications and develops terms and conditions.
Solicits competitive bids; identifies and selects suppliers and monitors supplier performance; evaluates and analyzes bids and proposals; and negotiates and develops contracts.
Manages bid distribution including plan holder lists, addenda, and other contract modifications.
Oversees and conducts bid openings, job walk-throughs, and pre-bid/proposal conferences; and meets with consultants, vendors, and end users.
Prepares detailed and complex written reports and makes recommendations to management and City Council.
Arranges vendor demonstrations and/or interviews for products or services offered to the City.
Serves as the division representative at various meetings; and may assume the duties of the Procurement Manager in his/her absence.
Supports contract negotiation and the development of contract strategy.
Performs other duties as required.
Requirements KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of: Principles and practices of supervision, training, and performance evaluation
Principles and practices of safety management
Pertinent local, State and federal laws, ordinances, and rules
Grant funding requirements at the federal, State and local level as they apply to procurement
Public works bidding requirements in the State of California
Accounts payable procedures and practices
Principles and practices of customer service
Methods of developing contracts and/or service agreements, leases, or other written legal agreements
Market and economic trends and conditions that affect procurements
Industry standards and practices for delivering products and services
Contract development and administration practices
Office methods, procedures, software, and equipment
Purchasing methods and procedures, contract development, and sources of supply.
Principles and practices of bid review
City policies and procedures related to the procurement of supplies, materials, and professional and contractual services
Ability to: Select, motivate, and train staff
Plan, coordinate, and evaluate staff work
Organize, implement, and direct procurement activities
Interpret and explain pertinent City and department policies and procedures
Prepare a variety of technical and administrative reports and correspondence
Write complex bid documents, specifications, contracts, and reports
Analyze and compare complex or detailed quotations, bids, and proposals
Identify applicable contract elements based on product/service being purchased
Negotiate contracts for the acquisition of supplies, materials, equipment, and services
Develop objectives and measures to evaluate supplier performance
Understand and comply with all legal requirements for the advertisement of bids
Prepare draft reports to Council recommending bid and contract awards
Apply good judgment and make sound purchasing decisions
Understand and comply with all federal, State and local laws, policies, procedures and regulations relevant to each purchase
Maintain records, logs, and databases
Operate a computer using word processing and business software and other office equipment
Establish, maintain, and promote positive and effective working relationships with employees, other agencies, and the public
Communicate effectively, orally and in writing
Work independently and as a team member; recognize and set priorities; and meet deadlines
Observe safety principles and work in a safe manner
REQUIREMENTS Minimum Qualifications: Option A:
Graduation from an accredited college or university with a bachelor's degree in purchasing, accounting, marketing, public administration, business administration, or related field; AND
Four years of increasingly responsible purchasing experience involving the preparation of bid solicitation documents, specifications, and reports for highly complex purchases, including two years of supervisory and/or lead supervisory experience. One year of supervisory and/or lead experience and successful completion of the City of Santa Monica's Pre-Supervisory Academy may substitute for the required two years of supervisory or lead experience.
Option B:
Graduation from an accredited college or university with any bachelor's degree; AND
Five years of increasingly responsible purchasing experience involving the preparation of bid solicitation documents, specifications, and reports for highly complex purchases, including two years of supervisory and/or lead supervisory experience. One year of supervisory and/or lead experience and successful completion of the City of Santa Monica's Pre-Supervisory Academy may substitute for the required two years of supervisory or lead experience.
Licenses and Certificates: Possession of or the ability to obtain and maintain a valid Class C driver license or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
Certification as a Public Purchasing Buyer (CPPB), Accredited Purchasing Practitioner (APP), Certified Professional Purchaser (CPP), or equivalent certification is desirable but not required.
Supplemental Information How to Apply: Applicants must submit a clear, concise, completed on-line City Application along with any required supplemental application materials with the Human Resources Department by the filing deadline. If you do not submit your on-line application by the filing deadline, you will not be considered for this position. Please note, applications may be rejected if incomplete. Resumes, CVs and cover letters are not reviewed as part of the application screening process.
If you would like for your education to be considered, you must attach a copy of your college level transcripts or diploma to your online application. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than the filing deadline. Failure to do so may result in your application being evaluated without the education being considered.
Selection Process: All applicants must submit clear, concise and complete information regarding your work history and qualifications for the position. All applicants will be reviewed and only those applicants determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process.
Testing may consist of a combination of any of the following and is subject to change as needs dictate:
Training and Experience Evaluation
Writing Project
Oral Interview
If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.
Background Investigation: Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.
Inclusion & Diversity Statement The City of Santa Monica is a progressive, inclusive and culturally rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.
The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!
Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).
Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.
WORKING CONDITIONS: Work is performed primarily indoors in a home or work office setting, in accordance with the City's Telework/Flexible Workplace Policy, with frequent interruptions, requiring frequent sitting for prolonged periods and use of a keyboard and screen. Work involves frequently changing work priorities and the ability to meet deadlines. There will be off-site assignments and meetings. On occasion, work will be required in the evening and on weekends.
The City's liberal fringe benefits for full-time employment include sick leave, holiday and vacation pay, the Public Employees Retirement System, medical, dental and vision insurance, credit union, deferred compensation, tuition reimbursement, Dependent Care Assistance Plan and Marine Park Childcare Center.
01
The Principal Buyer position requires graduation from an accredited college or university with a Bachelor's degree in purchasing, accounting, marketing, public administration, business administration or a closely related field. Do you meet this requirement? (If YES, you must submit a copy of your college level transcripts or diploma with your on-line application. Applicants who indicated receipt of degree from a foreign institution must provide United States degree and credential equivalency verification along with a copy of your college diploma or transcripts. You must attach a scanned copy of your transcripts or diploma (and equivalency verification if applicable) to your on-line application. Failure to do so will result in your application being disqualified.)
02
The Principal Buyer position has a desirable qualification of Public Purchasing Buyer (CPPB), Accredited Purchasing Practitioner (APP) or Certified Professional Purchaser (CPP). Do you meet this qualification? (Note: If YES, please submit a copy of your certificate. You must upload a scanned copy to your online application. Failure to do so will result in your application being disqualified.)
03
Describe your experience supervising and/or coordinating the work of others and building a team. In your response, describe the type of supervision you exercised, how you approached employee development, whether or not you were responsible for writing employee performance evaluations, and how you have been effective at creating a collaborative environment and motivating a diverse work unit. Please be specific, listing the organization title, and number of years of experience. If you have no such experience, mark N/A.
04
Describe your professional experience with the formal procurement process, including cost analysis and negotiations. Please include your specific responsibilities. If you have no such experience, mark N/A.
05
Describe your experience with federal procurement regulations and contract administration.
06
Describe your experience in utilizing automated purchasing systems and other software to aid in the procurement process. If you have no such experience, mark N/A.
07
Describe your experience with Equitable and Inclusive Procurement. In your response, please describe the programs you have led or participated in. If you have no such experience, mark N/A.
Required Question
Job Tags
Holiday work, Full time, Contract work, Local area, Work from home, Home office, Flexible hours, Weekend work, Afternoon shift,