Procurement and Contract Manager

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Job Title:

Procurement and Contract Manager

Branch or Department:

Finance

Reports to:

Finance Director

Supervises:

Purchasing Coordinator

FLSA Status:

Overtime Exempt

Benefits Classification:
Full Time

Salary/Wage:$62,400 - $69,784 annually

Work Schedule:

Standard M-F 40 hours/week

Revision Date:
February 2025

At Mid-Continent Public Library, we:

Imagine. We inspire innovation through curiosity and exploration.

Try new things. We empower what works and learn from the rest.

Lead the way. We connect people to information, ideas, and inspiration.

Welcome all. We embrace new perspectives and listen with humility.

Everything we do, we do together.

Position Overview

The Procurement and Contract Manager controls and coordinates the procurement operation.

Responsible for developing, implementing and administering policies and procedures that support the goals of the Finance Department. Identifies sources of supplies, equipment and services and arranges acquisitions through quotes, informal and formal bids and higher-level solicitations. Conducts trend cost savings, avoidance analyses and completes ancillary research. Informs local business community, and departments of procurement policy changes. Monitors and reviews procurement activities for compliance with established policies.

As a representative of management, supports the mission, vision, strategic plan, goals and decisions of the Library.

Essential Functions

• Tracks and analyzes key functional metrics to reduce expenses and improve efficiencies
• Negotiates contracts and agreements with suppliers for goods and services
• Compiles Request for Proposal (RFP) and Request for Quote (RFQ) documents in collaboration with internal stakeholders
• Prepares and issues purchase orders for equipment, supplies, and capital assets and ensures orders are fulfilled on time
• Achieves financial objectives by working with management and staff to prepare the budget, schedule expenditures, analyze variances, and initiate corrective actions
• Evaluates and makes recommendations regarding vendor proposals considering quality, delivery, and price
• Reviews purchase order requests and contracts for conformance to MCPL policy and procedures and established Federal, State, and Local laws
• Prepares and documents purchasing policy and procedure for a decentralized Library purchasing system.
  
  Monitors compliance and reports non-compliance to the Finance Director
• Analyzes market and delivery conditions to determine/provide present and future goods and services availability
• Responsible for vendor follow-up to assure timely receipt of goods in compliance with contracts and agreements
• Manages all aspects of material flow to maintain cost control and accuracy of supply inventories, including procurement, scheduling, and delivery
• Develops and manages supplier relationships.
  
  Identify, develop and manage effective relationships with existing and potential supplies of goods and services to meet the established cost, quality, and delivery targets
• Maintains personnel time records and job records
• Supervise, coach, conduct check-ins, and perform evaluations for Purchasing Coordinator.
• Assists with other Financial services functions for the Library as needed
• Maintains up-to-date knowledge of best practices related to the essential functions of the position

Non-essential Functions

• Serve on Library Committees
• Attend external meetings or conferences

Education and Experience

• Bachelor’s Degree or more than 5 years of related experience and/or training Required
• 2 years of related experience Required
• Experience with using financial software applications including purchasing order/requisition systems Required
• Experience using Office 365 applications (Word, Excel, Outlook) Required

Required Knowledge, Skills, and Abilities

All successful leaders at MCPL should demonstrate:

• Advanced verbal, written, and discreet communication skills…