PAY RANGE: N20
PROCUREMENT OPERATIONS SUPPORT MANAGER
This is second supervisory level procurement work directing the coordination, compilation and review of contracts, bids, and purchase orders and monitoring the progress of these documents through the procurement process. The employee directs the development of contracts for services, supplies and equipment. The employee is responsible for investigating and making recommendations for due resolution of problems regarding bid process, purchase orders, and disputes contractors may have with the City as a result of rejection of delivered goods or services or other failures to comply with contractual obligations. Significant to the work is providing publications, booklets and pamphlets encouraging participation of vendors in the City's procurement of goods and services. The employee reports to an administrative superior.
ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)
1. This is a one position class located in the Procurement Department.
2. This is a second level supervisory position directing the review of contracts, bids and purchase orders and administering a program promoting participation by private contractors, and the development of contracts for services, supplies and equipment.
3. The position in this class reports to a Deputy Procurement Commissioner.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
Directs through subordinate supervisors a large clerical staff engaged in the review, processing, and monitoring of contracts, bids, purchase orders, and other documents through the City's procurement process; establishes procedures, sets priorities and production standards and organizes the flow of work to assure the orderly procurement of goods and services city wide.
Directs the development of contracts for supplies, services, and equipment; interfaces with Risk Management and the Law Department to ensure contract compliance with City regulations and standards.
Monitors the functions of assigned units, makes recommendations concerning the procedural changes to improve the volume and quality of the workflow; ensures that all units meet their deadlines. Supervises through subordinate supervisors the processing and scheduling of all bid submittals from the preparation of the specifications to public bid openings; inspects all documents to ensure completion; directs the scheduling of pre‑bid conferences and public bid openings at which a comptroller is present; oversees the process of accepting deposits, making deposits in the bank, and sending copies of those transactions to the Treasurer's Office.
Consults with suppliers, buyers, inspectors, and department personnel on problems; investigates claims with Procurement Technicians and departments when contractors or vendors fail to provide services or materials as specified; makes determinations for punitive actions and the form of such action; makes recommendations to the division on buy against action; executes buy against action when appropriate.
Directs through subordinate supervisors, a clerical staff who compare contracts with the awarded bids and sends the vendors a list for compliance.
Makes work assignments; oversees the monitoring of contractors and amendments, expedites as needed, establishes cross training for all subordinates, develops and implements training programs for interdepartmental procurement staff.
Directs the provision of information to the public on the basic operation of the procurement process of the City of Philadelphia; oversees the production of a quarterly Purchase Plan and Procurement Vendor Guide; oversees the typing and uploading of all Citywide bids to the City’s website; directs through subordinate supervisors a large clerical staff engaged in the collection and storage of statistical and other data; implements methods of collection and storage in computer systems; manages the rights and access to Advanced Purchase Inventory Control System (ADPICS) , the contracts and purchasing information system for all city employees; prepares narrative and statistical reports documenting action taken in processing contracts, bid proposals, and purchase orders.
Prepares statistical and narrative reports for superiors enumerating specific trends or problem areas in the processing of bids, contracts, and purchase orders.
Attends meetings concerning bonding, insurance, forms review and retention.
Represents the department at business fairs; encourages minority and female owned business participation in the City procurement process.
Meets with department Administrative Service Directors to review their procurement processing needs and to resolve contracting requirements.
Oversees the development of programs designed to promote more active participation in the City's procurement program by smaller private contractors and minority and female owned businesses.
Oversees the maintenance of the Master Bid Surety Program. Performs related work as required.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
• the practices, methods and procedures used in public procurement processing
• City laws, rules and regulations governing the purchase of municipal commodities
• The Philadelphia Home Rule Charter as it relates to the procurement process
• the City's buying, bidding, bonding and insurance processes and procedures
• supervisory methods and techniques
• methods of disseminating information to the public regarding the procurement process and the facilities and media available for this purpose
• public relations principles and practices
• the presentation of public procurement information
• the use of the English language
• coordinating complex clerical operations
• analyzing and resolving complex procedural problems relating to the processing of documents through the procurement process
• supervise through subordinate supervisors a clerical staff engaged in preparing and processing contracts and bids, and performing other clerical duties
• gather and analyze facts in relation to resolving procurement processing.
• prepare reports and make recommendations
• exercise judgment in response to questions involving the aspects of public procurement processes and practices
• express ideas effectively
• establish and maintain effective working relationships with associates, vendors and the public
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 12/15.)
Completion of an associate’s degree program at an accredited college or university.
Two years of experience in the procurement bid processing and contract processing function or promoting participation by vendors in a public procurement program.
Four years of experience supervising one of the above listed functions.
Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources Department that has included the specific experience described above.
PHYSICAL AND MEDICAL REQUIREMENTS
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
Class Established 8/90
CSC – 4/06
Ad Board – 6/06
Latest Spec. Revision:
CSC – 12/15
Ad. Board – 12/15