Procurement and Contracts Manager

Procurement And Contracts Manager

The Procurement and Contracts Manager is responsible for organization-wide oversight and administration of procurement, contracting, and grant-related activities in compliance with applicable federal, state, and local requirements. This position serves as the primary authority for planning, developing, negotiating, executing, and monitoring contracts and procurements funded fully or partially by federal awards. The role ensures procurement actions are conducted in a manner that promotes full and open competition, cost reasonableness, transparency, and accountability, and that contracts are administered to achieve intended programmatic and fiscal outcomes.

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this job title. It is not necessarily descriptive of any one position in the job title. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

Serves as the lead authority for all procurement and contracting activities across the organization, including RFPs, RFQs, Invitation for Bids, sole-source justifications, and grant-funded procurements

Ensures all procurement actions comply with applicable federal regulations, including but not limited to Uniform Guidance (2 CFR Part 200), state statutes, and organizational policies

Leads development of procurement strategies, independent cost estimates, scopes of work, evaluation criteria, and contract terms and conditions

Facilitates competitive procurement processes to ensure fairness, transparency, and documentation sufficient for audit and monitoring purposes

Conducts and documents cost and price analyses to determine cost reasonableness

Leads contract negotiations and execution in coordination with legal, finance, and program leadership

Administers contracts throughout the full lifecycle, including execution, performance monitoring, amendments, renewals, and close-out

Monitors contractor performance against established deliverables, milestones, and payment schedules

Ensures timely receipt and review of required reports, invoices, and supporting documentation

Identifies compliance risks, performance deficiencies, and contract issues and implements corrective actions as necessary

Maintains auditable contract files in accordance with record retention requirements

Coordinates and manages procurement-related components of grant applications and awards

Collaborates with program and finance staff to ensure grant-funded contracts align with approved budgets and grant terms

Supports the CFO in developing and implementing revenue diversification initiatives consistent with funding requirements

Ensures all contracts and procurements are properly recorded in financial, contract management, and tracking systems

Maintains a centralized contract repository with standardized naming, indexing, and search protocols

Coordinates with the Business Intelligence function to maintain executive dashboards of active, pending, and planned procurements

Conducts quarterly contract and expenditure reviews with department leadership

Serves as the primary point of contact for vendors, contractors, and internal stakeholders regarding procurement and contract matters

Facilitates contract and project status meetings with department heads and vendors

Provides guidance and technical assistance to staff on procurement requirements and best practices

Manages Public Records Requests related to procurement and contracts

Develops and maintains standard procurement templates, tools, and procedures

Performs other duties as assigned that are consistent with the scope and responsibility of the position

Supervision Received - Work is performed under general direction with substantial independence, exercising sound judgment and discretion in procurement and contracting decisions.

Supervision Performed – May supervise others.

Minimum Qualifications:

• Bachelor's degree from an accredited institution in business administration, public administration, management, or a related field
• Minimum of five (5) years of…