Contracts Supervisor

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					Orange County Department of Education                                                 Class Code: 3113
                                                                              Date Adopted: July 1, 2008

                                              CLASS SPECIFICATION
                                        Purchasing and Contracts Supervisor

FLSA Status:            Nonexempt
Union Representation:   Unrepresented



GENERAL PURPOSE
Under direction, plans, organizes, supervises and participates in centralized purchasing and contracting
for a wide range of materials, supplies, services and equipment for OCDE; provides technical support,
information and assistance to departments and school sites on purchasing and contracting issues; and
performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS
Purchasing and Contracts Supervisor is responsible for supervising and participating in centralized
purchasing and contracting activities for OCDE. The incumbent is responsible for administering
customer-responsive, cost-effective and high-quality purchasing standards and procedures that meet all
applicable legal requirements. Responsibilities involve the procurement/acquisition of diverse products
and services through purchasing and contracting activities and require the exercise of sound independent
judgment and discretion.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The 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 this class.

1. Plans, organizes, supervises and evaluates the work of assigned staff; with staff, develops,
   implements and monitors work plans to achieve assigned goals and objectives; participates in
   developing, implementing and evaluating work programs, plans, processes, systems and procedures to
   achieve program and OCDE goals, objectives and performance measures consistent with OCDE’s
   quality and service expectations.

2. Plans and evaluates the performance of assigned staff; establishes performance requirements and
   personal development targets; regularly monitors performance and provides coaching for
   performance improvement and development goals; subject to management concurrence, takes
   disciplinary action, up to and including termination, to address performance deficiencies, in
   accordance with OCDE’s human resources policies and labor contract provisions.

3. Provides day-to-day leadership and works with staff to ensure a high performance, customer service-
   oriented work environment which supports achieving OCDE objectives and service expectations;
   provides leadership and participates in programs and activities that promote a positive employee
   relations environment.




Purchasing and Contracts Supervisor                                                               Page 1
4. Participates in developing and implementing purchasing and contracts policies, procedures and
   methods according to OCDE policy to meet department/school needs and legal requirements;
   evaluates specialized information and data and provides decisions and recommendations on a wide
   array of purchasing and contracts matters.

5. Reviews and approves purchase requisitions for the procurement of supplies, materials, equipment
   and services; assigns and monitors purchase requisitions/orders for purchasing action; oversees and
   monitors purchasing activities, ensuring timely completion to meet customer requirements; analyzes
   prices and market trends for best source of supply; provides information and assistance to OCDE
   personnel regarding purchasing needs and procedures; receives, responds to and resolves purchasing-
   related questions, inquiries and complaints from customers and vendors.

6. Supervises the development of or develops and prepares bid packages, specifications and contract
   documents; reviews and analyzes specifications and bid data for a variety of purchases and service
   contracts; prepares data to support recommendations for awards to OCDE management; plans and
   supervises the preparation of bid advertisements and bid openings and recommends successful
   bidders.

7. Maintains and updates vendor/source data; assigns identification numbers to new vendors.

8. Receives, logs and processes contract request forms; drafts contracts, utilizing required OCDE
   contract language and standard/appropriate terms and conditions, including insurance and
   indemnification provisions, to protect OCDE's interests; verifies full and complete descriptions of
   scope of work involved; works with applicable OCDE staff to resolve any questions and clarify
   requirements; reviews draft contracts prepared by other OCDE staff and ensures compliance with all
   OCDE contract policies and procedures.

OTHER DUTIES
1. Plans and conducts training workshops for OCDE staff on purchasing and contracting policies and
   procedures.

2. Attends various meetings and sits on committees as assigned.


QUALIFICATIONS

    Knowledge of:
    1. Principles, practices, rules and regulations related to public agency purchasing and contracting,
       including competitive bidding procedures.

    2. Sources and types of products, commodities and services used by OCDE.

    3. Federal and state laws, codes and regulations and OCDE policies and practices pertinent to areas
       of responsibility.

    4. Principles and practices of public administration, including budgeting and maintenance of public
       records.



Purchasing and Contracts Supervisor                                                             Page 2
    5. Principles and practices of sound business communication.

    6. Principles and practices of effective supervision.

    7. OCDE human resources policies and labor contract agreements.

    Ability to:

    1. Plan, organize, supervise and coordinate centralized purchasing and contracting operations to
       meet OCDE business and educational objectives.

    2. Define issues, analyze problems, evaluate alternatives and develop sound, independent conclu-
       sions and recommendations in accordance with laws, regulations, rules and policies.

    3. Analyze and evaluate bid proposals, purchase requisitions, specifications and other purchasing-
       related documents.

    4. Organize, set priorities and exercise sound independent judgment within areas of responsibility.

    5. Efficiently conduct vendor and product research.

    6. Draft concise, comprehensive bid specifications for technical products and services.

    7. Communicate effectively both orally and in writing.

    8. Understand, interpret, apply and explain applicable laws, codes, policies and procedures.

    9. Prepare clear, concise and comprehensive purchase/contract documents, reports and written
       materials.

    10. Present proposals, recommendations and technical information clearly and logically.

    11. Operate a computer and standard business software.

    12. Deal with sensitive and difficult situations.

    13. Establish and maintain effective working relationships with OCDE administrators, managers,
        staff, vendors, suppliers and others encountered in the course of work.

    14. Must demonstrate attendance sufficient to complete the duties of the position as required.

    Education, Training and Experience:
    A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from a
    four-year college or university with a major in business administration, public administration, finance,
    operations management or a closely related field; and at least three years of progressively responsible
    experience in purchasing and/or contracting for a variety of supplies, materials, services and
    equipment; or an equivalent combination of training and experience. Experience in a public agency is
    preferred.

    Licenses; Certificates; Special Requirements:
    None.

Purchasing and Contracts Supervisor                                                                  Page 3
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this class. Reasonable accommodations may
be made to enable individuals with disabilities to perform the essential functions.

    Physical Demands
    While performing the duties of this job, employees are regularly required to sit, walk and stand; talk
    or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate
    computers and standard office equipment; reach with hands and arms from the waist to at or above
    shoulder level; bend, stoop, push, pull, grasp, squat, kneel, and twist to open file cabinet drawers, and
    lift up to 20 pounds from ground, waist and chest level Travel over uneven terrain that may include
    gravel or dirt, carry materials on stairs; some locations may have stairs and will not have elevators.



    Specific vision abilities required by this job include close vision and the ability to adjust focus.

    Mental Demands
    While performing the duties of this class, the employee is regularly required to use written and oral
    communication skills; read and interpret complex data, information and documents; analyze and solve
    problems; observe and interpret people and situations; use math and mathematical reasoning; learn
    and apply new information or skills; perform highly detailed work on multiple, concurrent tasks with
    constant interruptions; work under intensive deadlines and interact with OCDE administrators,
    managers, staff, vendors, suppliers and others encountered in the course of work.



WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this class. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee typically works under normal office conditions and
the noise level is usually quiet.




Purchasing and Contracts Supervisor                                                                    Page 4

				
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