Procurement Services Supervisor - Contracts & Construction

WORKING FOR THE CITY OF MCKINNEY

Working for the City of McKinney is more than a job. It is an opportunity to make a meaningful difference in the lives of others.  It is also an opportunity to have a hand in the development of one of the fastest growing communities in the nation.  In 2023, McKinney was named one of the top workplaces in DFW by the Dallas Morning News. Although proud of that honor, everyone on our team is committed to making McKinney an even better place to live, work and raise a family. That’s why we exist.

OUR CORE VALUES

City of McKinney employees work hard and at a very fast pace.   However, we also look after and support one another.  All of us are guided by four employee-inspired values – Respect, Integrity, Service, and Excellence (RISE).  We are also supported by servant-based leaders who foster and support a healthy, family-oriented culture.  All new employees are expected to embrace and live by our core values and commit to helping us sustain our exceptional work environment as a high-performance organization (HPO).

SUMMARY OF POSITION

BASIC RESPONSIBILITIES 

• Supervising professional and technical personnel involved in procurement activities, including instructing, assigning and reviewing work, and recommending personnel actions.
• Assist in decisions regarding hiring discipline and promotion of subordinate staff; direct and evaluate subordinate staff. 
• Monitor workflow processes and recommend improvements to enhance efficiency, accuracy, and quality of work.  
• Building and maintaining positive relationships with internal departments and external vendors, providing assistance and resolving issues when necessary. 
• Coordinating the bid and award process working with user departments, Legal, Risk Management, and selected Cooperative Purchasing Groups.
• Developing specifications based on department input and determining the appropriate procurement method to ensure competitive bidding. 
• Conducts pre-solicitation meetings, bid openings, and evaluation team meetings.
• Assist with establishing standard contract clauses for use in contracts, solicitations, and purchase orders.

• Review and execute contracts, purchase orders, change orders and other documents within delegated authority.

• Conducts procurement activities/training for user departments to ensure adherence to federal, state, and local laws and city policies/procedures.
• Answers varied inquiries regarding contract administration, statutory requirements, procurement policies and procedures, and keeping up to date on changes. 
• Represents employer through professional purchasing associations. 
• Maintain work areas in a clean, orderly, safe, and secure condition. 
• Complies with all written City policies and procedures.
• Adheres to assigned work schedule as outlined in City and department attendance policies and procedures.                                    

• Manage various types of contracts, including complex construction contracts, service contracts, and highly technical contracts.
• Ensure compliance with Capital Improvement Projects and Grant Funded Projects during the solicitation and contract phases.
• Coordinates contract development with user departments, Risk Management, and Legal.  
• Negotiating contract provisions and resolving conflicts related to contract administration.  
• Maintain contract lists, solicitations, insurance files, and contract status reports on a timely basis.  

• Assist in establishing and supervising a contract administration system designed to ensure that contractors are performing in accordance with the terms and conditions of their contracts.
• Perform contract administration, including liaison between suppliers and departments, compliance with contract terms and conditions, compliance with grant requirements, negotiation of contract amendments, extensions and change orders. 
• Analyze cost and price data from vendors. 
• Perform contract audits when required. 

OTHER JOB FUNCTIONS:

KNOWLEDGE, SKILLS, ABILITIES, AND BEHAVIORS

• Ability to embrace and embody the City's core values of Respect, Integrity, Service, and Excellence (R.I.S.E.).
• Ability to communicate effectively with peers, supervisors, subordinates, and people to whom service is provided.
• Ability to produce desired work outcomes, including quality, quantity, and timeliness.
• Ability to plan and organize work, time, and resources, and if applicable, that of subordinates.
• Requires the ability to effectively supervise assigned staff and provide advanced procurement guidance.
• The ability to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers with respect.
• Build professional relationships with internal staff, departments, vendors, citizens, other agencies, and professional contacts.
• Advanced knowledge of public procurement methods/procedures and competitive bid process in a governmental environment.
• Ability to analyze detailed solicitation documents.
• The ability to effectively negotiate contracts and resolve conflicts with vendors.
• The ability to review evaluation matrixes and make recommendations for awards.
• Ability to effectively communicate procurement policies and procedures to departments and vendors.
• Ability to exercise judgment, decisiveness, and creativity dependent upon the needs of the situation and in the City's best interest.
• Ability to develop professional relationships with internal staff and customers.
• Ability to offer flexibility and adaptability, especially during times of change.
• Ability to communicate effectively both orally and in writing.

MINIMUM QUALIFICATIONS

Any work-related experience resulting in acceptable proficiency levels in the below minimum qualifications may be an acceptable substitute.

Bachelor’s degree in business administration or closely related field with major coursework in purchasing or business, or one of the procurement certifications listed in preferred qualifications. Four (4) years of progressive experience in public procurement operations is required with contract administration experience and two (2) years of supervisory experience.

PREFERRED QUALIFICATIONS

Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), NIGP Certified Procurement Professional (NIGP-CPP), and/or Certified Procurement Manager (CPM) certification is preferred.

CONDITIONS OF EMPLOYMENT

• Must pass a drug screen and background check.
• Must have Class C Texas Driver’s License.

PHYSICAL DEMANDS

Tasks involve the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 25 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Some tasks require visual and sound perception and discrimination and oral communications ability.

WORK ENVIRONMENT

Essential functions are regularly performed without exposure to adverse environmental conditions.

The above statements describe the general nature and level of work being performed as of the date of preparation and approval.  They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of the position.  Employees holding this position will be required to perform any other job-related duties as requested by management. The job description does not constitute an employment agreement between the employer and employee, and all requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

The City of McKinney is an equal opportunity employer (EOE) committed to an alcohol / drug free workplace and to providing equal opportunities regardless of age, race, color, gender, religion, national origin, marital status, veteran status, disability, or any other legally protected status.