Strategic Procurement Specialist

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Strategic Procurement Specialist

Salary

$47,840.00 - $57,532.80 Annually

Location

Charlottesville, VA

Job Type

Regular Full-Time

Job Number

240200028-1

Department

Finance Department

Opening Date

05/13/2024

Closing Date

Continuous

Bargaining Unit

N/A

• Description

• Benefits

• Questions

General Summary

The Strategic Procurement Specialist administers the City's Minority Business Program (MBP), performs procurements that range in complexity, and provides professional and technical support for the Procurement Division. Work involves considerable individual responsibility and exercising independent judgment related to the procurement of a wide variety of goods, non-professional and professional services and construction; and does related work as required. Work is accomplished under federal, state and local law such as the Virginia Public Procurement Act, City Code, grants, and other applicable law. For Charlottesville Area Transit, conduct procurements under the Federal Transit Administration requirements and other applicable law. Work is performed under the general supervision of the Buyer III and/or Procurement Manager.

The preferred hiring amount for this position is between $47,840.00 - $57,532.80 Annually. Starting offer is based on applicable education, experience, and internal equity. This is a full-time, exempt, position which provides excellent benefits including 13 paid holidays plus 1 floating holiday, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City's retirement options, gym membership reimbursement (up to $34 a month), tuition reimbursement (up to $3,000 per fiscal year), and continuing education/training opportunities.

• For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visit https://www.charlottesville.gov/1047/Employee-Benefits.

• The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS and there are certain provisions that must be met. For questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462.

  Note: This job opportunity is advertised with a closing date of "Continuous." If interested in being considered, an application should be submitted as soon as possible. Applications will be evaluated on a continuous basis. Interviews will be conducted as soon as possible during the recruitment with candidates who are best qualified. Applications may no longer be considered once a candidate to fill the position is identified. This job announcement will close when the position(s) have been filled and may close at any time.

Essential Responsibilities and Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

• Cultivate and develop the City's federal and state Minority Business Program (MBP) to support the growth of the program. The MBP includes these businesses: under the federal program - Minority Business Enterprise (MBE), Women Business Enterprise (WBE), Disadvantaged Business Enterprise (DBE), Veteran Business Enterprise (VBE), and Small Business Administration (SBA), AND under the state program – Small, Women-Owned and Minority-Owned businesses and Micro businesses (SWaM-O) and Service Disabled Veterans (SDV), Employment Service Organization (ESO) and any other businesses which is part of the City's MBP. Businesses covered by the City's MBP are herein called MBP businesses and/or vendors.

• Cultivating and developing the City's MBP includes, but is not limit to:

• Identifying and minimizing barriers that impede MBP Businesses from doing business with the City.

• Collecting and analyzing City department/division spend data in combination with collecting and analyzing MBP business certification data, and market to City departments/divisions to show MBP businesses that sell what departments buy.

• Identify saturated markets & unsaturated markets as areas of possible business growth for MBP businesses and provide meaningful data to Economic Development for their use in business development.

• Increase the City's contracting with MBP businesses and measure success.

• Provide internal and external MBP training.

• Serve as a Central Buyer and complete procurement processes using varying methods of procurement such as small purchase procedures, competitive sealed bidding, competitive negotiation, sole source, emergency and cooperative procurements.

• Evaluates the need for citywide and department specific term contracts based on analysis and assessment of purchase history and projection of future needs.

• Facilitates decentralized procurement program, and reviews purchases requested by decentralized buyers/end users under the City's small purchase procedures and approves or denies contracts (purchase orders) based on applicable procurement laws, ordinances, policies and regulations.

• Assists decentralized buyers/end users with the planning and scheduling of purchases, including the development of specifications and/or scope of work, and assist decentralized buyers/end users with Contract Administration procedures.

• Provides customer service to include assisting internal and external customers with various requests for assistance or information as needed, including Freedom of Information Act requests related to the MBP.

• Utilizes procurement resources to assist in making sound procurement decisions.

• Independently manages special projects as assigned within the division and performs related tasks as required.

• Represents the City at various trade shows and outreach events, and provides training to vendors on how to do business with the City.

• Conducts training for City departments on SAP purchasing functionality such as creating requisitions, purchase orders, contract purchases, receiving and the payment process. Assists decentralized buyers/end users with the SAP purchasing and inventory transactions.

Other Duties

• Acts as back-up to Buyer III.

• Performs additional duties to support operational requirements as apparent or assigned.

Education, Experience and Skills

Education and Experience:

Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.

• Associates Degree in Business Administration, Public Administration, Purchasing, Procurement/Acquisitions, Contracts Management or related field AND at least 2 years of experience related to professional procurement and/or purchasing.

OR

• An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

Certifications/Licenses/Other Requirements:

• Must be certified as a Virginia Contracting Officer, Certified Professional Public Buyer, Certified Professional Procurement Officer or other professional procurement certification within 2 years of employment start date.

• Required to successfully pass a pre-employment background check and pre-employment drug screen.

Preferred:

• Experience in local government and/or in business services to assist minority/women business enterprises.

• Experience with an Enterprise Resource Planning (ERP) system preferred, specifically with purchasing and inventory modules. SAP related experience a plus.

Knowledge, Skills, Abilities and Other Characteristics: Thorough knowledge of standard office practices, procedures, and equipment; general knowledge of common business methods, marketing and purchasing practices; knowledge of federal, Virginia laws and the City Code as they relate to public purchasing; general knowledge of automated purchasing and inventory systems; knowledge of contract and procurement law and methods of procurement; contract negotiation; strong computer skills including experience with Microsoft Office and automated systems; Excellent written and verbal skills; ability to perform multiple tasks simultaneously; ability to interpret policies; ability to set priorities and perform tasks with little supervision; and the ability to establish effective working relationships with other departments, other officials, vendors, and the general public; ability to work independently, but seek guidance from others when needed; ability to adjust routine procedures to accommodate challenges or improve processes, ability to interpret and deal with an extensive variety of variables. Ability to adjust to typical work stressors (deadlines, disagreeable contacts, etc.); Effective time management and organizational skills, sometimes under strict time constraints. Sound independent judgment in fast-paced and potentially stressful situations. Maintains accurate records and files. Understand and maintain safeguards for sensitive and confidential information. Regular and predictable attendance.

Physical Conditions & Additional Information

Physical requirements for this position as outlined by the Department of Labor:

SEDENTARY WORK: Ability to lift up to 10 lbs. occasionally and/or negligible amount of weight frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

The majority of time spent in this position involves inside work. Work is performed in office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust. Must be able to remain in stationary position more than 50% of the time. Occasionally moves about inside the office to access file cabinets, office machinery, etc. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. The noise level in the work environment is usually quiet.

SUMMARY OF EMPLOYEE BENEFITS

Updated July 1, 2022

Benefits cited represent those for regular 40-hour employees and may differ for Management Level, Part-Time, and/or Library positions. Long-term temporary employees are eligible for all benefits except retirement. Interns, temporary, seasonal, substitute, and relief employees are not eligible for benefits.

1. LEAVE:

• Vacation:

• 3.09 hours accrued biweekly -- 0 - <3 years

• 3.85 hours accrued biweekly -- 3 - <5 years

• 4.62 hours accrued biweekly -- 5 - <10 years

• 5.40 hours accrued biweekly -- 10 - <15 years

• 6.16 hours accrued biweekly -- 15 - <20 years

• 6.93 hours accrued biweekly -- 20 - <25 years

• 7.70 hours accrued biweekly -- 25+ years

• Sick:

• 4.62 hours per biweekly pay period, approximately 120 hours a years, no limit on accumulation

• Holidays:

• 14 paid holidays per calendar year (13 observed and 1 floating)

2. INSURANCE:

• Aetna Medical –

• Choose from three options with different premiums and levels of coverage and coverage is effective on the first of the month following date of hire:

• HMO: $0 premium for employee only coverage

• POS 1: Employee-only premium of $36.28 per biweekly pay

• POS 2: Employee-only premium of $13.02 per biweekly pay

• (Dependent coverage is available but the cost of the premium is not subsidized.)

• Prescription Card ($10 generic, $30 lower cost name brand, $55 higher cost name brand)

• Mail Order Maintenance Prescription Drug Program ($20 generic, $60 lower cost name brand, $110 higher cost brand)

• Dental (Delta Dental)

• No cost for employee only coverage. Dependent coverage is available but the cost of the premium is not subsidized.

• Diagnosis and Preventive -- 100% of allowable charge; Basic Dental Care - 80%; Major Dental Care - 50%

• Primary -- $50 deductible, 80/20

• Prosthetic & Complex Restorative -- $50 deductible, 50/50

• $1,500 maximum annual benefit

• $1,000 Orthodontic Benefit

• MetLife Vision Plan: Optional

• Employee only coverage: $2.50 bi-weekly; Dependent coverage also available at differing rates.

• Eye health exam, dilatation, prescription and refraction of glasses covered after $10 co-pay;

• $130 allowance for frames, after co-pay, plus additional discounts where accepted.

• Life:

• Two times annual salary (paid by the City)

• Optional supplemental life available for employee, spouse, dependents (paid by employee)

• AFLAC: Optional

• Cancer/accident/short term disability/intensive care insurance (paid by employee)

• Long Term Disability

• Protection from income loss due to long-term illness or injury (paid by the City)

3. RETIREMENT: The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS. There are certain provisions that must be met and the portability request must be executed within 18 months of vesting in the City's Plan.

• Pension:

• Choose from two options:

• A Defined Benefit Pension plan pays a monthly benefit in retirement using a defined formula based on the employee's earnings history, tenure of service, and age. Our plan has a 5 year vesting period and an employee contribution of 5% of salary.

• A Defined Contribution 401a plan in which fixed contributions are paid into an individual's account by the employer, the contributions are invested, returns (positive or negative) are credited to the account, and the account balance is used to provide retirement benefits. The vesting schedule for our 401a plan is 33% after one year of service, 67% after two years of service, and 100% after three years of service. There is no required contribution from salary. (Note that: the Defined Contribution retirement plan is the only plan available for Library employees)

• Supplemental:

• Deferred Compensation (457) - employee contribution

4. OTHER BENEFITS:

• Flexible Spending Accounts:

• Health Care Expenses

• Dependent Care Expenses

• Parking/Mass Transit Expenses

• Parking Subsidy of $50 per month

• Wellness Programs:

• Gym Reimbursement Program

• Monthly On-Site Nurse and Annual Flu Shots

• Health Screenings and Fairs, Education Sessions, & Weekly Fitness Classes

• Weight Watchers at Work

• Bike Commuter Program:

• Reimbursement of up to $20 per month for reasonable bike commuting expenses

• Employee Assistance Program:

• A variety of confidential, personal professional services for you and your family available 24 hours a day.

• Tuition Reimbursement Program:

• Up to $1,500 for undergraduate OR Up to $3,000 for graduate level tuition per fiscal year per employee.

  01

  Please indicate your level or education and experience: (Must be verifiable with reference to your education & work history section of your application.)

• An Associates Degree or higher in Business Administration, Public Administration, Purchasing, Procurement/Acquisitions, Contracts Management or related field AND at least 2 years of experience related to professional procurement and/or purchasing.

• A combination of training, education and experience that is equivalent to the employment standards listed in the job advertisement, and that provides the required knowledge and abilities, will be deemed acceptable for this position.

• None of the above.

  02

  Have you provided all current, related, certifications you possess in the 'Certifications and Licenses' section of your application?

• Yes

• No

  03

  To be considered, qualifying education and experience, including City of Charlottesville employment, must be clearly documented in the education, work history, and additional information sections of the employment application. Resumes can be attached but should not be used as a substitute for the required information on the application. I understand that an attached resume may not be accepted in place of a completed employment application and that my qualifications should be stated on the employment application itself.

• Yes

• No

  04

  I certify that the information above is true and correct, and I certify that it can be verified with reference to the information in my basic application. I understand that my application may be rejected if the responses to supplemental questions do not match my basic application.

• Yes

• No

  Required Question

Agency

City of Charlottesville

Address

P. O. Box 911 605 East Main Street Charlottesville, Virginia, 22902

Phone

(434) 970-3490

Website

http://www.charlottesville.gov/jobs