Job & Business Opportunities

Job Summary

This classification is primarily responsible for performing tasks in the following areas: Department Administration; Program, Policy, and Procedure Review, Analysis, and Support; Supervisory/Administrative; and Finance and Related Reporting. Work mainly involves problem solving and mediating highly conflicting, unexpected, and unusual problems involving multiple groups.

Supervision

Supervision Received: This class works under administrative direction, which includes broad management responsibility for a large program or set of related functions. Work is usually received in terms of goals; review is received in terms of results.

Supervision Exercised: This class may provide direct and/or indirect supervision to lower level personnel.

Distinguishing Characteristics

N/A

Essential Functions

A. Department Administration
Duties may include:
Review and approve department requisitions. Review and approve all District purchase orders for materials, supplies, and services. Draft, edit, and review issue papers for Board meetings. Draft, implement, and monitor purchasing performance measurements and purchasing standards and procedures. Monitor and respond to customer, supplier, and vendor related issues. Review, monitor, and delegate procurement workload. Monitor bus "coach down" list for stock-outs. Monitor bus and rail inventory levels. Monitor and review outstanding bus and rail parts requisitions. Plan, review, and coordinate annual bus and rail inventories. Plan, develop, and implement future parts storage and logistical requirements. Coordinate the disposition of obsolete parts and equipment. Meet with relevant Operations staff to address issues and concerns and improve service levels. Coordinate the inclusion of various new parts into the SAP system. Review procurement documentation to insure compliance with Federal, State, and local requirements. Review purchase orders to ensure required quotes are documented. Review and implement necessary corrective actions noted in past audits. Monitor and coordinate changes to the District's Procurement/P-card SOP's with the Legal Division. Monitor and review required quarterly DBE reports to the FTA. Monitor contract files for completeness. Prepare for various audits. Review and edit draft RFPs and ITBs for accuracy and completeness and to ensure legal requirements are met. Review and edit issue papers for Board approval. Review and implement new annual DBE goals. Monitor required DBE volume reports to the FTA. Monitor recent audit corrective actions to ensure compliance. Implement new processes to expand outreach efforts to small business. Other duties as assigned.

B. Program, Policy, and Procedure Review, Analysis, and Support – Internal Programs and Policies
Duties may include:
Develop and implement long-range procurement policies and procedures to meet District goals. Refine, enhance, and streamline current procurement practices. Forecast future departmental staffing requirements. Plan and coordinate departmental logistical needs and requirements. Schedule and monitor staff training requirements. Monitor, refine, and enhance supplier relationships. Coordinate and enhance service levels to customers. Review and enhance current contract instruments. Other duties as assigned.

C. Supervisory/Administrative
Duties may include:
Monitor the department workload to ensure customers’ needs are met. Delegate tasks as warranted to meet objectives. Perform reviews of staff performance. Respond to staff questions, inquires, problems, and concerns. Communicate with staff. Schedule meetings with staff. Develop individual goals and objectives. Monitor and review staff's workload. Hire new staff as required. Other duties as assigned.

D. Finance and Related Reporting
Duties may include:
Develop annual departmental budget, including goals and objectives. Monitor budget performance. Forecast additional requirements for both staffing and equipment. Review and approve check requests, and invoices for payment, and employee expense account forms. Provide potential cost information to District staff for budgeting purpose. Coordinate cross-departmental issues with the Finance Department. Other duties as assigned.

Job Demands

Physical and Mental Requirements:

• Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting.


• Lifting: frequently up to 10 pounds; occasionally up to 25 pounds.


• Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.


• Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.


• Hearing/Talking: frequent hearing and talking, in person and on the phone.


• Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.


• Environmental: frequent exposure to noise.

Knowledge and Abilities

Required Knowledge of:

• Local, State, and Federal procurement policies and requirements.


• SAP software, including requisition and purchase order release and approval.


• Procurement industry standards, techniques, and best practices.


• Procurement industry performance metrics and benchmarks.


• Procurement-related ethical requirements.


• Vendor relations.


• Warehouse and office space planning and related logistical requirements.


• Inventory control practices and procedures.


• Materials handling procedures, including safety, security, and space planning.


• Supplier relations and management.


• Motivational techniques.


• FTA Circular 4220.1D.


• Various DOT programs.


• FTA's Best Practices Procurement Manual.


• Applicable procurement practices and procedures.

• Learn District procurement policies and procedures.


• Learn District contract instruments.


• Learn District’s various union regulations, consent decree, and hiring processes.


• Learn the Procurement Ordinance for disposal of surplus property.


• Learn District hiring procedures including the Consent Decree.


• Learn District, union, and personnel rules and guidelines.


• Learn Distinct Employee Performance Evaluation Manual guidelines.


• Learn the District’s budget process.


• Interpret financial reports.


• Look at business operations from a strategic perspective.


• Handle sensitive departmental and district issues in confidence.


• Coordinate leasing warehouse space to meet District needs.


• Find sufficient parts storage space.


• Secure additional staff to support increased parts storage requirements.


• Separate out and interpret audit findings.


• Resolve SAP-related problems regarding legacy contracts.


• Expedite payment on various contracts.

• Common word processing software.


• Common spreadsheet software.


• Common database applications.


• ERMS software concepts.


• Accounting or operations software functionality.


• Email, contact management, and scheduling software.


• Project management software.


• Presentation software.

Minimum Qualifications — Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Required Prior Experience:
Five years experience in procurement and materials management of similar sized organization, including two years in a supervisory or lead capacity.

Required Prior Education:
A Bachelor’s Degree in Business Administration or related field. Six years of additional qualifying experience may substitute for the required education.