|Job Title:||Administrative Supervisor|
|Salary:||$5,295 per month|
Under the direction of the Senior Manager, directs, manages and coordinates the administration of County procurement, including the fiscal, contract and grant oversight and management. Researches, develops, implements and monitors procurement objectives and methodologies and drafts plans, goals and policies related to each.
Serves as advisor to elected officials, department heads and managers regarding the bid process, contract, grants management and purchasing as it pertains to procurement.
Interacts with county departments; serves as expert regarding the purchasing process; monitors approval stages and monitors for problems; resolves issues
Coordinates requisitions and contracts for bidding.
Reviews options to full bidding requirements
Matches department need to availability and discusses options; recommends cost-effective and suitable alternatives
Creates sample bid documents, proposals and extensions; customize language for specific contracting requirements. Conducts pre-bid conferences.
Establishes supplier selection criteria and evaluates supplier responses.
Represents Yakima County while conducting bid openings. Evaluates/analyzes bids, contracts and proposals for compliance to specifications received.
Presents to the Board of County Commissioners and makes recommends. Selects and awards bids and contracts.
Monitors vendor performance and contract compliance.
Maintains County bid webpage and portal.
Contracts for requirement compliance, statistical analysis and outcomes as it pertains to procurement.
Oversees management of grants and statistical analysis and outcomes as it pertains to procurement.
Works with legal to customize language for specific contracting requirements. Ensure consistency and uniformity regarding approval and signature processes. Monitors contract expiration dates and deadlines. Communicates to appropriate staff in each department.
Develops contract documents for the sale of County-owned property and resources; ensure compliance with laws and regulations.
Researches and identifies impact of changes in federal and state law and regulation regarding grants procurement.
Receives, reviews and responds to bidder’s protests.
Respond to public disclosure requests.
Responsible for the audit of all procurement and grant transactions by State Auditors
Ensures human resource policies, procedures, laws and regulations are followed in recruitment, hiring, training, performance, supervising and discipline.
Other duties as assigned
Local, state, federal laws and regulations that apply to Purchasing
Public sector accounting & budgeting theories & principles;
Project management, public administration and organizational management theories, practices and principles;
Grant development and fiscal management;
Information systems and/or computer technology;
Theories, principles and methods of communication and conflict resolution;
Supervisory and leadership theories, practices & principles;
Skills (and abilities):
Ability to perform in-depth research and analytical capabilities;
Ability to make independent decisions based on research and analysis of situation;
Ability to identify needs, develop short and long-range plans and to evaluate the results;
Ability to draft, write, apply and implement policies and procedures as it relates to contracts and grants;
Ability to determine priorities and make critical decisions;
Ability to listen effectively and communicate goals, objectives and vision of superiors to others;
Ability to solve problems or resolve conflicts using effective communication techniques;
Ability to negotiate and manage grants and contracts;
Ability to forecast and project a budget;
Ability to interpret and direct creation of accounting and budget spreadsheets;
Ability to provide technical expertise in areas of responsibility
Ability to use computers, related software applications and basic office equipment;
Knowledge of Washington State BARS System;
Knowledge of public bid advertising requirements,
Capable of establishing and maintaining effective interpersonal relations with elected officials, department heads, city, county, and state resources, and other internal and external law and justice agencies
Experience and Training: Bachelor’s degree in Public or Business Administration, Supply Chain Management, Accounting, or Related Field plus five years of progressive, directly related experience in the field, 2 years of which shall be in a supervisory or managerial capacity with budgetary, policy, and procedural administration responsibilities and accountability, which provides knowledge, skills and abilities sufficient to perform the duties of this position.
Washington State Driver’s License and proof of insurance
Successful completion of a financial background check and general employment verification.
Incumbent must be bondable per RCW 36.32.260
One of the following is also Required within 1 year of appointment:
Certified Professional Public Buyer (CPPB)
Certified Public Procurement Officer (CPPO)
Certified Professional in Supply Management (CPSM)
Certified Purchasing Manager (CPM)
Or other Procurement certification offered and recognized on a national level as approved by the Financial Services Director.