Assistant Director of Contracts & Procurement

Overview

This position serves as the Chief Procurement Officer for the City is responsible for leading all centralized procurement efforts. This position will support all procurement planning, sourcing, and contract management efforts Citywide. This position should support the City's efforts to provide a consistent, fair, and transparent procurement process. In addition to procurement functions this position has oversight of the City's messenger/mail services, and City print shop.

Responsibilities

• Research and identifies potential suppliers who can meet the organization's needs. Evaluate supplier reliability, quality, pricing, and reputation.

• Develop and maintains strong but neutral relationships with suppliers, ensuring consistent communication and collaboration throughout the procurement cycle. Negotiate favorable terms and conditions.

• Initiate and manages the process for obtaining quotes, bids, qualifications, and proposals from potential vendors, ensuring compliance with Federal, State or local organizational policies and procedures governing the purchase.

• Prepares and issues purchase orders (POs) that detail the goods or services required, the quantity, price and delivery times.

• Review and manages any necessary changes to existing contracts, such as modification to terms, pricing, delivery schedules, or scope of work. Ensure amendments are documented properly and that both parties (the organization and the vendor) agree to the changes.

• Manages the procurements for capital projects, working closely with the City's Engineering department to achieve favorable procurement outcomes for the City.

• Ensures procurement activities are aligned with the project's timeline, budget and meet the specifications. This includes preparing solicitations, evaluation bids, and negotiating contracts.

• Ensures compliance with relevant legal, environmental, and if applicable grant regulations throughout the procurement process.

• Negotiates contracts with vendors to ensure favorable terms regarding price, delivery, quantity, payment schedules and warranty periods.

• Ensures both the organization and vendor comply with the terms of the contract, including delivery schedules, quality standards, and payment terms.

• Ensures contract management practices are performed uniformly across City departments and that all contracts are recorded and managed through the Infor contract manager program. Confers with City Attorney's office on contract terms, contract risks, and in negotiations as needed.

• Identifies potential risks in the supply chain (such as price volatility, supply shortages, or other geopolitical or environmental factors) and develop strategies to mitigate those risks.

• Creates contingency plans in case suppliers fail to meet expectations or other issues arise in the procurement process.

• Ensures all procurement activities comply with relevant laws, regulations, and industry standards (eg. Texas Local Government Code, Federal or State standards, or Local Ordinance).

• Maintains accurate records of procurement activities, including contracts, orders, invoices, and supplier performance.

• Provides regular reports to management regarding procurement performance, cost savings, and supplier issues.

• Monitors Procurement Division spending and ensure all operational expenses stay within budget. Look for opportunities to reduce costs without compromising quality. Work with finance and the budget office to ensure resources are allocated effectively.

• Assists and supports in the planning, management, and direction of the operations, staff, and general activities of the procurement and purchasing division; provides contract management, resolves vendor disputes, oversees vendor terminations, and monitors Buyer activity for quality control; reviews and ensures that contracts, bids, and related purchasing documents are accurate and complete.

• Manages, oversees, and administers the solicitation process for large scale purchases of goods and services; handles, manages, and processes solicitation requests through advertisement, evaluation, and contracting.

• Manages, administers, and oversees the managerial staff and…