Procurement Administrator

JOB

You can do great work and love what you do with the City of Delaware. We are an organization that succeeds because of teamwork, dedication, diversity, and the innovative spirit of all our employees. The City of Delaware is an award-winning local government known for its professionalism, customer service orientation and a strong commitment to distinctive and well-planned community development. The work environment is stable with excellent benefits and retirement packages. Our mission is to ensure an effective government, a healthy economy, being a safe city and welcoming you to be a part of this great community Under the direction of the Finance Director, the Procurement Administrator oversees all procurement activities, ensuring that the City acquires goods, services, and capital projects in a manner that is cost-effective, transparent, and compliant with federal and Ohio laws and City Code. This role includes policy development, vendor management, contract oversight, requisition approval, reporting, and staff supervision. Regular and reliable attendance is required.ESSENTIAL FUNCTIONS: For purposes of 42 USC 12101Develop, implement, and oversee procurement policies and strategies that align with municipal goals and comply with federal, state and City regulations, while proactively assessing organizational needs and optimizing procurement processes to ensure efficient, transparent, and accountable acquisition practices. Collaborate with department heads to forecast purchasing needs and budget requirements; manages the procurement budget; and monitors, tracks and reports on cost savings, cost avoidance, and performance against budgetary goals to support strategic financial planning. Manage and supervise all assigned employees (e.g., schedule and assign tasks; interview job applicants; recommend the hiring of job applicants; evaluate performance; receive grievances or employee complaints; approve and recommend the approval of leave requests; attend or participate in meetings in which policy questions are reviewed or discussed; develop and implement policy; recommends policy changes). Educate staff and stakeholders on procurement laws, ethics and municipal regulations.Ensure adherence to bidding thresholds for competitive quotes and formal public bids.Monitor and evaluate compliance with prevailing wage requirements. Solicit and evaluate requests for proposals (RFPs), requests for bids (RFBs) and requests for qualifications (RFQs).Evaluate vendor performance, negotiate favorable terms and cultivate strong vendor relationships while actively promoting participation from minority, women and veteran-owned businesses.Collaborate with Legal to draft, review, and execute contracts; monitor deliverables, compliance, modifications, and renewals; and ensure timely approval and accurate entry into the ERP system. Ensure procurement records, bid docs, analyses, purchase orders, and contracts are properly maintained in accordance with records retention policies. Continuously assess and adopt technological solutions to modernize procurement operations, including the implementation of digital tools and platforms that enhance efficiency, record-keeping and overall process effectiveness. Review and approve requisition requests in ERP system for compliance with procurement laws and policies. Oversee MUNIS training for various purchasing functions. Performs other duties as assigned. KNOWLEDGE, SKILLS, AND ABILITIESKNOWLEDGEPublic procurement laws and guidelinesCentralized purchasing methods and techniquesContractingBondingTechnical and financial analysis BudgetingSKILLSExcellent organization, attention to detail, accuracy, time management, and critical thinking skills.Using tact, discretion, initiative, and independent judgment within established guidelines.Civic engagement and customer service.ABILITIESApply management principles to solve problems.Supervise, organize, and direct the work of subordinate personnel.Understand, interpret, and apply laws, rules, or regulations to specific situations.Deal with many variables, define and solve problems, collect, analyze and interpret data, establish facts and determine specific action, evaluate and improve process and/or program efficiency / effectiveness.Organize, oversee, and complete multiple projects simultaneously with limited supervision.Conduct effective internet searchesAnalyze data, define problems, and recommend solutionsOversee and coordinate procurement and purchasing activitiesDevelop and maintain effective working relationships with othersStrategic and analytical thinkingPolitical acumen and stakeholder navigationContractual and legal literacyFiscal management and accountabilityVendor diversity advocacy

EXAMPLE OF DUTIES

PHYSICAL REQUIREMENTSThe majority of work is performed in an office environment where the physical demands require remaining in one place for extended periods of time; may work under stress of deadlines.Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and to communicate effectively with others in person and over the telephone. Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review, evaluate, and prepare a variety of written materials and documents. Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate standard office equipment and a personal computer. Sufficient mobility and flexibility, with or without reasonable accommodation, which permits the employee to work in an office environment. Sufficient ability and strength to lift, carry, or otherwise move objects up to ten (10) pounds for varying distances.EQUIPMENT OPERATEDComputer, copier, phone, other standard/modern office equipment; computer software (e.g., Microsoft Office, Adobe Acrobat, MUNIS, DocuSign, and other applicable computer software).

SUPPLEMENTAL INFORMATION

The City of Delaware offers a complete benefits package to full-time employees including health, dental, and life insurance, retirement pension and savings plans, paid holidays, vacation, sick leave, and longevity pay and, in many positions, paid uniforms or clothing allowance. This position is part of the Management Pay Plan. Details about the compensation and benefits for this position can be found in the agreement by clicking here.The information above is intended to be illustrative of the kinds of duties that may be assigned to the position and should not be interpreted to describe all the duties which may be required of employees holding this position.The City of Delaware is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. In compliance with the Americans with Disabilities Act (ADA) and the Americans with Disabilities Act Amendment Act (ADAAA), the City of Delaware will provide reasonable accommodations, upon reasonable request, to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.