Deputy Chief Procurement Officer

Statement of Duties:

The Deputy Chief Procurement Officer (Deputy CPO) supports the management of the City’s competitive procurement of supplies, services, materials and equipment for all city departments by soliciting bids, proposals and quotations in compliance with the Massachusetts General Laws and City Ordinances. Employee is required to perform all similar or related duties.

Essential Functions:

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Manages daily operations in the Procurement & Contracting Services (PCS) Department in coordination with the Chief Procurement Officer (CPO).
• Manages and maintains data systems for incoming procurement requests, contracts (including contract expiration tracking) and purchase orders (departmental spend analysis, etc.).
• Manages Excel-based and Smartsheet tracking systems, prepares reports and presents data related to procurement activities to PCS staff and city departments to inform decision-making.
• Administers daily operation of Munis* contract database and purchasing requisition module. (*Munis is the City’s financial ERP platform.)
• Reviews and verifies compliance of requisitions prior to generating purchase orders.
• Manages the fiscal-year-end process for the PCS Department, including working with relevant staff in PCS and other departments to ensure all requisitions, purchase orders and contracts in Munis are ready for year-end close.
• Communicates routinely with Auditing Department staff and departmental finance managers to improve operational efficiency and to identify and troubleshoot potential compliance issues.
• Identifies opportunities for operational improvements as part of continuous improvement goals of the PCS Department.
• Manages the procurement planning process and conducts all procurement projects for a select group of departments.
• Leads and organizes monthly procurement meetings for a select group of departments.
• Solicits bids, proposals and quotations for various departments to procure supplies and services, including design and construction services.
• Obtains, reviews and evaluates competitive prices and quotations.
• Assists in the awarding and drafting of contracts, renewals and amendments, working with lawyers, internal customers and vendors.
• Prepares and coordinates bid documents, including public notices to bidders, instructions to bidders, price proposal forms, and criteria for evaluation of proposals.
• Works with departments to develop specifications for bids and contracts.
• Assists in routinely updating procurement and contracting policies and procedures.
• Interacts with vendors in pre- and post-award phases, and to facilitate compliant procurement practices.
• Develops and maintains procurement-related records, such as bid solicitation documents, prospective bidders’ lists, documentation of proposal evaluations, notices of award, and contracts.
• Manages other high-priority City-wide efforts and projects on an ad-hoc basis.
• Provides support with City-wide training efforts, including the development and roll-out of procurement resources and materials.

Recommended Minimum Qualifications:

Education and Experience: Bachelor’s Degree and five (5) years of experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job. Master’s Degree preferred.

Special Requirements: MCPPO (Massachusetts Certified Public Purchasing Official) certification within six (6) months of appointment. Must maintain MCPPO certification throughout tenure in this role.

Knowledge, Abilities and Skill:

Knowledge: Knowledge and experience with public purchasing and contracting; knowledge of MS Office, including advanced knowledge of Excel (pivot tables, Vlookup and other programming); knowledge and experience with Munis or similar ERP systems. Smartsheet experience a plus.

Abilities: Problem solving ability; excellent writing ability including the ability to develop performance standards and measures.

Skill: Administrative skills including ability to organize large amounts of complex documents and data. Advanced communication skills including presenting to diverse audiences, organizing and leading meetings, clearly relaying relevant information in plain language to diverse audiences. Demonstrated ability to manage time effectively and work with mu