Chief Procurement Officer

Posting ID: 2022-0042
Posting Date: 08/29/2022
Closing Date: Open Until Filled
Department: Purchasing Department
Location: Everett, MA
Vacancies: 1
Salary: $90,000 – $103,000
Schedule: 35 hours per week
Shift: Day

 

About the City of Everett:

A desirable place to live, work, and visit, the City of Everett prides itself on the progress it’s made while remaining dedicated to future possibilities. Home to over 50,000 residents, Everett is known for its rich culture, diverse population, and welcoming atmosphere. A once industrial City now recognized as a melting pot for residents and newcomers alike.

Summary of Position:

The Chief Procurement Officer performs administrative and supervisory work in connection with implementing and administering the purchasing policies, practices, and procurement of city-wide third-party supplier spending for departments within the City. The Chief Procurement Officer oversees the City of Everett’s procurement activities to ensure compliance with relevant Massachusetts General Laws and ensures that all purchases of goods and services, as well as construction and capital project bids, are in accordance with the City’s ethical standards, open, fair, and competitive practice under Commonwealth and City regulations. This role is also responsible for leveraging the procurement spend for the City, intending to deliver the lowest total acquisition cost, including but not limited to quality, price, and service.

Supervision:

• Works under the general direction of the Mayor and supervision of the Chief Financial Officer. Works effectively and collaboratively with city-wide departments.

• Exercises indirect supervision and authority over all procurement activities in the City. Oversees and administers delegation of procurement authority to department heads and division managers.

Job Environment:

• Work is performed under typical office conditions with essential service during the evenings to attend meetings and must be available after core business hours.

• Has access to confidential departmental information, including leases, assessments, contracts, and negotiations. Must assure confidentiality requirements in the Bidding and Request for Proposal process to ensure compliance and adherence to policies.

• Work involves frequent interdepartmental and public interaction with outside agencies requiring considerable discretion, resourcefulness, and persuasiveness to achieve desired objectives and recommendations.

Essential Functions:

(The essential functions or duties listed below are intended 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 the position.)

• Ensures compliance with Massachusetts General Laws, including Chapter 30B, Chapter 149 Section 7C, Chapter 30 Section 39M, and Chapter 25A.

• Performs varied and highly responsible functions requiring extensive independent judgment in ensuring conformance with applicable laws, regulations, and departmental policies and responding to media requests; may participate in developing management plans and programs at the municipal level.

• Prepares bids, Requests for Proposals, Quotes, contract reviews, and other Procurement related acquisition documents in compliance with procurement laws and the rules and regulations of the City. Administers the opening procedures, analyzes the contents, makes a recommendation for the award, and facilitates the contracting process.

• Manages the Request for Proposal (RFP) process in accordance with Massachusetts General Laws, including developing RFP documents, facilitating the evaluation process, and making recommendations for award to the Mayor.

• Manages the emergency procurement process evaluates conditions of an emergency situation and applies documents on behalf of the City.

• Ensures the City’s compliance with all federal, state, and local laws as they apply to procurement activities; maintains required procurement records and documents; performs regular audits; ensures compliance in the awarding and execution of contracts and existing plans from existing suppliers.

• Responsible for ensuring compliance with the applicable City Policies and local ordinances.   Monitors and ensures compliance with participation commitments and reporting for all relevant construction contracts.   Develop internal procurement guidelines based on Massachusetts General Laws as they pertain to Procurement. Maintain and update policies based on law changes and lead department heads and appropriate staff when necessary.

• Provides regular consultation with City personnel on procurement requirements, provides directions in applicable procurement laws and requirements and determines how to facilitate the procurement process to best meet the City’s needs.

• Provide procurement and compliance training to employees when appropriate.

• Plans, organizes, coordinates, and executes the Procurement of supplies, equipment, services, and construction for all city departments with influencing collaboration from individual departments.

• Develops and maintains electronic records of bid documents for various types of procurements.

• Oversee the research, sourcing, and negotiation with suppliers to obtain product or service information such as price, availability, and delivery schedule; prepares correspondence and interviews suppliers.

• Responsible for all aspects of supplier relationship management and delivering enhanced value. Accountable for implementing a standardized supplier performance rating system and actions.

• Recommends products for purchase; estimates values according to the knowledge of market price; determines the method of Procurement, such as direct purchase or bid; approves bids.

• Collaborates with all departments to standardize purchase specifications and leverages similar purchases across the City to deliver enhanced value.

• Collaborates with other cities to benchmark best practices and implement findings within the city procurement function.

• Collaborates with the legal department and financial office to standardize and improve procurement business practices, including but not limited to standardized requests for quotes and proposals, standardized terms and conditions, service category rates, standardized procure-to-pay processes, and optimized payment terms and forecasting supplier spend.

• Review defective or unacceptable goods or services with inspection or quality control personnel, users, vendors, and others to determine the source of trouble; takes corrective action to resolve problems.

• Develops and maintains City internal procurement standard operating procedures and policies. Provides ongoing training and compliance oversight for all city personnel performing procurement functions. Recommends Procurement Policy and Procedure, including City Ordinances and other applicable regulations, to the appropriate stakeholders.

• Acts as the City liaison with the Inspector General and Attorney General’s office for consulting on procurement issues to avoid contested bids and assure City compliance with procurement regulations.

• Position works with the City’s Risk Manager to identify and coordinate risk management in conjunction with all supplier services and construction projects to minimize liability and loss exposure.

• Reviews, craft, prepare and approve contracts for execution by the appropriate authority.

• Review and analyze city-wide procurement databases such as a web-based Bid and Request for Proposal System; oversee procurement records such as items or services purchased, costs, delivery, product quality or performance, and inventories.

Education and Experience:

• Bachelor’s Degree in business management, public administration preferred and/or five to ten years experience in a related field; construction procurement and/or contract; and/or any equivalent combination of education and/or experience.

• Massachusetts Certified Public Purchasing Official (MCPPO) designation is mandatory within two years of hire. Maintain certification through required continuing education and training.

Knowledge, Skills, and Abilities:

Knowledge:  Thorough knowledge of Massachusetts General Laws relating to Procurement (including bidding laws and requirements). Obtain and maintain Massachusetts Certified Procurement Official designation. General understanding of the kinds of construction methodology, equipment, and materials purchased by a municipality and the sources of supply for those materials.

Skill:  Skill in sourcing and negotiating with vendors with good standings. Excellent communication, organizational, and public relations skills. Skill in using personal computers, particularly word processing, database management, and spreadsheet applications.

Abilities:  Ability to interact positively and effectively with personnel at all levels of authority. Ability to communicate clearly and concisely in writing and orally. Ability to maintain accurate and detailed records.   Ability to prepare and analyze comprehensive reports. Ability to carry out assigned projects to their completion. Ability to establish and maintain effective working relationships with employees, City officials, and the general public. Ability to write bids, contracts, and specifications with the technical assistance of the respective department/division requesting such commodity. Ability to source commodities to a vendor. Ability to negotiate complex terms, conditions, and pricing.

Physical Requirements:

Minimal physical effort is demanded in performing duties under typical office conditions. Ability to operate a keyboard at an efficient speed. Ability to sit for long periods while working.   Occasionally lifts office supplies weighing 10 to 15 pounds and storage boxes weighing 20 – 30 pounds. Travels throughout the City and other City buildings.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer, as the needs of the employer and requirements of the job change.)

How to Apply:

You can apply on Indeed: https://www.indeed.com/job/chief-procurement-officer-fe4232ae05a307e5  or, please send resumes to Human.Resources@ci.everett.ma.us

For a disability-related reasonable accommodation or alternative application method, call Human Resources at 617-394-2280

The City of Everett is an Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.