Procurement Compliance Manager - Santa Barbara, United States - County of Santa Barbara, CA

Description

Salary: See Position Description

Location : Santa Barbara, CA

Job Type: Full-time

Job Number: O/GS)

Department: General Services

Opening Date: 03/11/2024

Closing Date: Continuous

Description

***NOTICE OF CHANGE***
The county is currently engaged in a management classification and compensation project which is projected to result in changes to this job classification and compensation range at the conclusion of the project.

***NOTICE OF CHANGE***

Applications will be accepted on an ongoing basis with first priority screening on April 16, 2024.

We are currently accepting applications to fill one full-time vacancy in Santa Barbara. The current vacancy is in the General Services Department - Procurement Services Division.

THE POSITION: Under general direction of the Chief Procurement Officer, the Procurement Compliance Manager is a working manager role that is involved in all business areas of the division, and performs, plans, organizes, coordinates, and directs the County's purchasing services activities. Responsibilities of the position include managing the purchasing programs to ensure compliance requirements are met, identifying and mitigating risk by working with the buyers and department purchasing and contract specialists to develop solicitations and contracts; assisting the Chief Procurement Officer or designee with audits for contract compliance, resolving issues with departments, responding to inquiries from management, suppliers, and others, investigating and preparing recommended responses to bid/proposal protests, recommending updates to purchasing policy, procedure, and ordinances; coordinating purchasing compliance training and activities with other county departments; training, supervising and evaluating assigned personnel; performing other duties as required.

This position is responsible for ensuring all County contracts for goods, and professional services and all solicitations are in compliance with federal, state, and county requirements. The position is required to maintain strong professional relationships across county departments, vendors, the public and other regulatory agencies. In this role, the incumbent will provide guidance and leadership to the Procurement team, daily customer service, and oversight of complex assignments requiring knowledge of purchasing policies, contract management, solicitation processes, ordinances and laws, US Postal Service regulations, and fixed asset and accounting policies. In addition to the supervisory role, the incumbent will be responsible for monitoring changes in laws or policies that impact procurement, contracting, mail services and surplus operations and ensuring appropriate changes are implemented and communicated.

The Ideal Candidate will possess:

• Bachelor's degree in purchasing, business administration, public administration, or related field
• Relevant certifications such as, Certified Public Procurement Officer (CPPO), Certified Professional Buyer (CPPB), or Certified Purchasing Manager (CPM)
• Experience as an effective trainer and facilitator.
• Experience with strategic sourcing of goods and services.
• Experience in database administration and management, reporting and analytics.
• Experience and knowledgeable in developing and managing processes for requests for proposals (RFP), requests for quotes (RFQ), request for information (RFI), bids both formal and informal, quotes, as well as contract formulation, compliance and administration.
• Ability to identify opportunities and implement improvements to processes and procedures.
• Experience working with Outlook, Microsoft Word, Excel, PowerPoint, Teams, and SmartSheets or other collaboration tools.
• Experience with an e-procurement system, the Workday Enterprise Resource Planning (ERP) software or other ERP systems.
• Experience with analyzing, revising, developing, and communicating business policies and procedures.
• Experience managing special projects and presenting ideas to senior management.
• Detail-orientation with a strong sense of personal responsibility and ownership of work product.
• Excellent interpersonal skills with demonstrated ability to communicate effectively both verbally and in writing with internal and external customers and suppliers.
• Excellent written and verbal communication skills and the ability to convey information in a clear, concise, organized and relevant manner to help others understand requirements, objectives and priorities.
• Demonstrated professional experience drafting board letters, closed session memos, or similar documents seeking approval from public agency governing bodies.
• Strong familiarity with public contracting in a governmental setting, with a focus on public project contracting processes.

Examples of Duties

1. Leads the Procurement team and participates in daily operations, and provides training, guidance, and general oversight to staff.
2. Manages and is responsible for complex rating, billing, reconciling, and database management related to mail service operations, coordination of surplus operations and related fixed asset management, and the development of policies, procedures, documentation and communication for these services across the county.
3. Plans and monitors purchasing orders and requisition; drafts internal/external correspondence; assists with the development of solicitation processes; reviews and issues RFPs, RFIs, and RFQs; ensures compliance with Federal, State and County Purchasing requirements, US Postal Service regulations and Surplus Property requirements.
4. Serves as the Buyer for large and complex purchasing transactions; keeps abreast of changes in regulations, current trends, product information and practices regarding professional purchasing.
5. Ensures, upholds, and models sound ethical standards for purchasing staff and communicates and explains them to customers, vendors and other County staff.
6. Administers the budget and financial reporting for Procurement Services and prepares budget requests and supplemental materials.
7. Maintains records and prepares reports and correspondence.
8. Serves as a primary resource for customers, vendors, and staff to interpret policies and procedures, Federal and State procurement statues, assessing client needs and providing dispute resolution when necessary; participates in public outreach with the goal of increasing vendor participation.
9. Interprets County and departmental policies, County codes, state statutes, and regulations governing purchasing activities and the awarding of contracts.
10. Reviews procedure manuals and training materials to ensure that changes in law, policy, and procedure are properly reflected on the Purchasing Department's Web page and in all published materials.
11. Audits procurement activity for compliance; enforces County, state, and federal regulations, laws and ordinances, and recommends corrective action in cases of non-compliance.
12. Prepares Board Letters and related supplemental paperwork in support of board reports on procurement activity, and contracts for Board approval.
13. Develops and presents regular training sessions for County staff.

Employment Standards

Possession of these and the ability to immediately demonstrate these competencies consistent with the position's level in the leadership series and the specific work assignment; and

• Bachelor's degree in purchasing, business administration, public administration or related field AND three years of progressive responsibility in the RFP/RFI sourcing process, contracting, process improvement, and policies/procedure development, that includes two years of supervisory experience or experience leading teams, OR,
• Six years of progressive responsibility in the RFP/RFI sourcing process, contracting, process improvement, and policies/procedure development, that includes two years of supervisory experience or experience leading teams, OR,
• A combination of training, education, and experience that is equivalent to the employment standard listed above and that provides the required knowledge and abilities.

Additional Requirements: Possession of a valid California Class C Driver's License may be required.

Knowledge of: the principles and practices of public sector purchasing administration and procurement; the fundamentals of contract and commercial laws, ordinances, rules, regulations, and policies and procedures as related to procurement and mailing services; office management principles and practices and the ability to apply such knowledge to a centralized procurement management operation; principles and practices of supervision and management; automated procurement systems, online commerce, and sources of supply, commodity markets, marketing practices and trends, and commodity pricing methods and differentials.

Ability to: work independently, audit programs for adherence to policies and procedures; lead a centralized public sector procurement team; communicate clearly and concisely orally and in writing; plan, organize, direct, coordinate, supervise and manage the work of others; establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials, vendors, and customers; abide by a high level of ethical business procedures; prepare and present comprehensive reports and recommendations to a variety of agency representatives, and executive management; interpret, apply, develop/write and explain rules, regulations, policies, and procedures; operate standard office equipment including computer and software; actively and continually search for opportunities to expand and enhance programs; and manage planned program changes
Supplemental Information

APPLICATION & SELECTION PROCESS:

• Review applications and supplemental questionnaire to determine those applicants who meet the employment standards.
• Supplemental Question Ranking: Responses to the required supplemental questionnaire will be evaluated and scored. Candidates' final score and rank on the eligibility list will be determined by the responses to the scored supplemental questionnaire. This process may be eliminated if there are fewer than 11 qualified candidates.

Applicants must receive a percentage score of at least 70 on the Supplemental Questionnaire Ranking to be placed on an employment list. An adjustment may be made to raw scores based on factors listed in Civil Service Rule VI. Those candidates who are successful in the selection process will have their names placed on the employment list for a minimum of three months. At the time the employment list is established, all candidates will receive written notice of their score on the exam(s), rank on the employment list, and exact duration of the employment list.

Conditional Job Offer: Once a conditional offer of employment has been made, candidate will be required to successfully complete a background check, which includes a conviction history check, and satisfactory reference checks. Appointee will be subject to a post-offer medical evaluation or examination. The appointee must satisfactorily complete a one-year probationary period.

The Hiring Department may conduct a background check that may include Live Scan screening.

Recruiters will communicate with applicants by e-mail during each step in the recruitment process. Applicants are reminded to check spam filters continuously during the Recruitment & Selection Process steps listed above to ensure they do not miss required deadlines.

REASONABLE ACCOMMODATIONS: The County of Santa Barbara is committed to providing reasonable accommodation to applicants. Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process should contact the recruiter listed on the job posting. We require verification of needed accommodation from a professional source, such as a Medical Provider or a learning institution.

Disaster Service Worker: Pursuant to Governmental Code section 3100, all employees with the County of Santa Barbara are declared to be disaster service workers subject to such disaster service. Activities as may be assigned to them by their superiors or by law.

BENEFITS: The County of Santa Barbara offers generous benefits. For information click In addition, applicants from other public sector employers may qualify for:

• Retirement reciprocity
• Time and service credit towards an advanced vacation accrual rate

Statement of Commitment
The County of Santa Barbara is dedicated to cultivating and sustaining an environment that exhibits equity and inclusion everywhere, and at all levels of our organization. The County believes equity is a fundamental principle that must be imbedded in policies, institutional practices and systems. The County recognizes the negative impacts of systemic racism and is committed to eliminating the barriers affecting our Black, Latinx, Indigenous, and Asian community members, as well as people of other diverse racial and ethnic backgrounds. We envision a world where society and its systems (e.g. education, criminal justice, and health care, housing the economy) are just, fair, and inclusive, enabling all people to participate and reach their full potential.

We celebrate community and employee diversity, strive for inclusion and belonging, and promote empowered participation. We aspire to build a workforce that is reflective of these values and the communities we serve. We are proud to be an equal opportunity employer and will resolutely uphold federal, California state law and/or Santa Barbara County ordinances.

We believe equity and inclusion are vital to fulfill the County's mission and to embody a culture of "One County, One Future." Expanding the full range of employee talent allows the County to deliver our best to all our community members.

We believe in the dignity and humanity of all people. We strive for a healthy and prosperous society that promotes all people having equitable access and opportunity.

APPLICATION AND SUPPLEMENTAL QUESTIONNAIRE DEADLINE: OPEN UNTIL FILLED. Applications and job bulletins can be obtained 24 hours a day at

Raquel Martinez Senior Employment Analyst:

Retirement Plans

• Generous County Defined Benefit Plan
• Eligible to participate in 457(b) Deferred Compensation Plan
• Retirement Reciprocity with CalPERS, CalSTRS, and 1937 Act plans
• For more information on our retirement plans, please visit: and

Health Benefits

• Choice of dental, vision and medical plans. In addition to the Benefit Allowance noted above, the County contributes toward medical premiums and dental premiums
• On-Site Employee Health Clinics in Santa Barbara and Santa Maria which provide ongoing and episodic services to eligible employees and their eligible dependents
• Employee Assistance Program (EAP) offers free, confidential assistance with personal and workplace problems to employees and their immediate family members
• Healthcare Advocacy Program to help employees navigate the complexities of health plan benefits
• Available Health Care and Dependent Care Flexible Spending Accounts, Health Savings Account (HSA), Supplemental Term or Whole Life Insurance, Personal Accident Insurance, Critical Illness Insurance, Accident Insurance and more
• For more information on our health benefits, please visit:

Paid Time Off

• Vacation Leave 12 to 25 days per year depending on length of public employment
• Sick Leave 12 days annually with unlimited accumulation, one year of which can be converted to service credit upon retirement
• Paid Holidays based on bargaining unit (view the compensation summary for this bargaining unit, link below)
• Alternative Transportation Benefit (TDM) up to 2 days of additional vacation for using alternative methods of commuting
• For more information on Paid Time Off please view the Compensation Summary for this bargaining unit (available below)

Miscellaneous Benefits

• County Paid Term Life Insurance
• County Paid Long Term Disability Insurance
• Childcare and Employee Discounts
• Relocation Assistance may apply
• Flexible work schedule may apply
• For more information on all of these benefits, please visit:

Compensation Summary

• To view the Compensation Summary specific to the bargaining unit for this position (link to full Memorandum of Understanding also available at bottom of the summary), please visit:

*This benefits list is for convenience only; please refer to the Memorandum of Understanding for complete details of terms and conditions. Amounts are generally prorated for part-time employment.

01

I acknowledge that it is my responsibility as an applicant to provide sufficient information on my application to demonstrate that my education and experience meets the employment standards (minimum qualifications) for this position as detailed in the job bulletin. I further acknowledge that if the County determines that I do not meet the employment standards there will be no opportunity for me to provide additional information regarding my application after the closing date listed on the job bulletin. Therefore, I understand that before submitting a job application, it is important that I review the job bulletin thoroughly and ensure that my application clearly reflects how my education and experience meets the employment standards at the time I submit my application.

• I understand

02

As part of the application process, this Supplemental Questionnaire must be completed along with the standard application form. Resumes are accepted, but NOT in lieu of a completed application and supplemental questionnaire.

• I understand

03

The Human Resources Department communicates with all applicants through e-mail. Please make sure your email address is entered correctly, it is current, and that you check spam filters continuously during the recruitment and selection process to ensure you do not miss required deadlines.

• I understand.

04

To be considered for this position your application must CLEARLY demonstrate how you meet the requirements under the EMPLOYMENT STANDARDS section on the job posting. If you are unsure, go back and review your application before continuing. Which Employment Standard did you clearly demonstrate meeting on your application?

• Bachelor's degree in purchasing, business administration, public administration or related field AND three years of progressive responsibility in the RFP/RFI sourcing process, contracting, process improvement, AND policies/procedure development, that includes two years of supervisory experience or experience leading teams.
• Six years of progressive responsibility in the RFP/RFI sourcing process, contracting, process improvement, AND policies/procedure development, that includes two years of supervisory experience or experience leading teams
• A combination of training, education, and experience that is equivalent to the employment standard listed above and that provides the required knowledge and abilities.
• None of the above - I do not meet the minimum qualifications for this position.

05

If you selected the third answer option for the preceding supplemental question, "A combination of training, education, and experience that is equivalent to...", then please describe in detail how your combined training, education and experience is equivalent to one of the employment standards.

06

I understand the Civil Service Examination for this recruitment is a Supplemental Questionnaire Ranking. I understand my responses to the following supplemental questions will be used as a weighed, scored selection device that will determine my ranking on the employment list for this position.Your responses to the following questions will be read and scored by a set of raters. The raters WILL NOT have access to your application, resume, supporting materials, or any previous responses to questions. Although you may have some of the information on your application and/or in other responses, you need to answer the questions thoroughly and completely. In order to give the raters the best opportunity to evaluate your responses, please be sure to read each question carefully and fully answer the question asked. This is your only opportunity to provide detailed information on this examination. Failure to provide full and complete answers may affect the outcome of your score and rank on the employment list.For information on protest procedures for the Supplemental Questionnaire Ranking, please see Civil Service Rules 612 and 613:

• I understand.

07

Examination Question: Describe in detail your professional experience in procurement administration and strategic sourcing, including specific experience identifying, evaluating, and selecting suppliers to provide goods and services. Include all employer name(s), duration of employment, title(s), and responsibilities.

08

Examination Question: Describe in detail your professional experience with public contracting requirements in a governmental setting, and your experience with public project contracting processes, contract formulation, compliance, and administration. Include all employer name(s), duration of employment, title(s), and responsibilities.

09

Examination Question: Describe in detail your experience and knowledge with developing and managing processes for requests for proposals (RFP), requests for quotes (RFQ), request for information (RFI), bids both formal and informal, and quotes. Include all employer name(s), duration of employment, title(s), and responsibilities.

10

Examination Question: Describe in detail your professional experience in a supervisory role or lead level experience in project management, coordinating special projects, examples of process improvement you were involved with, including presenting to senior management. Include all employer name(s), duration of employment, title(s), and responsibilities.

11

Examination Question: Describe in detail your experience with managing purchasing programs, developing and managing policies/procedures and methods for ensuring compliance requirements are met, and identifying and mitigating risk. Include all employer name(s), duration of employment, title(s), and responsibilities.

Required Question