ASSISTANT PROCUREMENT MANAGER - 40008674

Durham County Government employs approximately 1,900 employees that work towards providing needed services throughout the community. With a wide array of services, Durham County Government is at the heart of a rapidly growing and diverse area offering residents, employees and visitors exciting opportunities to live, work, grow and play. For more information about Durham County Government, visit www.dconc.gov.

SUMMARY OBJECTIVE

The purpose of this position is to provide guidance on contract monitoring of moderately complex contracts, researching and preparing draft contract specifications, policies, and procedures.  Support the County’s Minority and Women Business Enterprise Program (M/WBE).

This class works independently, under limited supervision, reporting major activities through periodic meetings.

ESSENTIAL FUNCTIONS

The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals.

• Coordinates, assigns and reviews work and establishes work schedules; maintains standards; monitors status of work in progress; inspects completed work assignments; answers questions; gives advice and direction as needed.

• Develops and maintains County M/WBE policies and procedures; compliance and monitoring; contract preparation, processing and encumbering funds; and administration and monitoring of contracts by department contract administrators.

• Conducts training session about the M/WBE program and maintains updated program information on the County’s website; provides assistance to interested new business owners in Durham County.

• Manages the contract monitoring process by oversight of the Contractor, MWBE, Subcontractor and User Department for post awarded contracts to ensure continuous compliance of the good faith efforts made by the Contractor and MWBE participation goals established for each project.

• Investigate MWBE contract-related discrepancies, complaints, and disputes between User Department, Contractor and MWBE Subcontractor.  Recommends correction actions for non-compliance issues and ensure corrective actions have been implemented through follow-up by phone, site visit and meetings with User Department, Contractor and MWBE Subcontractor.

• Reviews and analyzes prime contractors’ pay applications to ensure compliance with MWBE policies and provide corrective actions for non compliance.

• Utilizes the MWBE database, contract and MWBE files to prepare quarterly reports by collecting, analyzing and summarizing information regarding project status and MWBE participation activities to include MWBE spend, participation, and contracting process violations.

• Reviews and provides signature approval for informal contracts and encumbrances.  Prepares quarterly reports of contract encumbrance performance measures and quarterly reports of contract violations.

• Provides quarterly Historically Underutilized Business State Construction Office (HUBSCO) project-related reporting to the State.

• Collaborates as a team play and participate on computer software enhancements, upgrades and implementation regarding procurement.

• Develops appropriate monitoring tools to address and report findings, complaints and corrective actions taken.

• Collaborate with the Supply Supplier Diversity Department to identify MBWE availability for prime and/or subcontractor opportunities prior to solicitations.

• Assist the Procurement Manager with maintaining the PRISM Diversity System.

• Performs related work as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Considerable knowledge of NC statues, laws, rules, and regulations related to governmental purchasing of commodities and services and MWBE regulations and reporting procedures.

• Strong data analytics is needed for collecting and analyzing procurement data for business insights and effective decision making.

• Knowledge of contract compliance and monitoring and problem resolution skills.

• Ability to analyze and interpret contractual documents.

• Ability to effectively communicate both orally and in writing.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

• Bachelor’s Degree in Business or Public Administration - Finance, Construction Management or related field.

• Five (5) years of procurement experience which includes three (3) years working with diversity programs, contract management or related experience or an equivalent combination of education, training, and experience. Minimum of two (2) years of supervisory experience.

PHYSICAL DEMANDS:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

UNAVOIDABLE HAZARDS (WORK ENVIRONMENT):

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

• None.

SPECIAL CERTIFICATIONS AND LICENSES:

• Certified Local Government Purchasing Officer, preferred.
• Must possess and maintain a valid state driver’s license with an acceptable driving history.

AMERICANS WITH DISABILITIES ACT COMPLIANCE

Durham County is an Equal Opportunity Employer.  ADA requires Durham County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

STANDARD CLAUSES

May be required to work nights, weekends, holidays and emergencies (man-made or natural) to meet the business needs of Durham County.

This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

ESSENTIAL SAFETY FUNCTIONS

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

Every manager/supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed and employees are properly trained.

Durham County Government is an Equal Opportunity Employer