Contracts and Procurement Manager (Contract Specialist III)

This position supervises the entire procurement section including purchasing, contract administration & accounts payable functions for the department. This role serves as a contracts team leader, providing strategic direction operational oversight to commanders and professional staff within the police department across specialized procurement program areas such as, technology, criminal justice academy, cyber forensics, Special Operations Division, Major Crime Division, Victim Services Division, and grants. Oversees full lifecycle of contracts from solicitation and negotiation to execution, performance monitoring, and closeout. Ensures timely renewals, amendments, and compliance with contract terms and conditions.

Works with police directors, commanders and the Department of Procurement and Management to secure the best procurement method to use when attempting to purchase items for the department. In accordance with the Fairfax County Purchasing resolution, procedural memoranda, accounting technical bulletins, and other relevant federal, state, and local policies and procedures, position will oversee all procurement activities, contract negotiations, providing oversight of procurement card program, and manage accounts payable activities for general fund and for specialized area of grants and seized asset funds. Directly supervises the work of Buyer II, P-Card Manager (Buyer I) and a Material Management Specialist III who handles all invoice payments.

This position supervises and leads assigned employees, including delegating and reviewing work assignments, providing coaching and guidance, monitoring and evaluating performance and supporting training and development of staff. Will be the point of contact for senior management and will act as the primary liaison between the police department and other central county agencies like Department of Procurement and Material Management (DPMM) and Department of Finance (DOF) for all procurement-related activities and issues. This role includes interpreting and implementing for all procurement and P-card related policies and guidelines to the program managers across the agency and serve as the audit lead for all procurement related audits with both internal and external auditors. This position is responsible for ensuring compliance with all applicable federal, state and county regulations. Works under minimal supervision of the Division Director of the Financial Resources division (FRD).

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

• Directs and coordinates the establishment of contracts for a full range of goods and services for Fairfax County Government, including but not limited to major systems, high-profile or sensitive projects;

• Responsible for procurements that involve complex procurement planning and coordination;

• Serves as contract specialist for state-of-the-art equipment or systems where there is a lack of precedent or experience; includes planning and developing contractual strategy, developing new acquisition plans, source selection plans and determining the types of contracts to be used;

• Performs contract administration activities for significant, highly specialized procurements and directing the full range of contract administration actions;

• Functions as a team leader among a team of contract specialists and/or contract analysts;

• Negotiating modifications to major procurements for systems or programs;

• Understands the policies, procedures, rules and regulations that govern procurement decisions and contract design;

• Provides effective procurement coordination through project planning, developing and executing programs inclusive of project schedule and project outcomes;

• Uses specific functional knowledge to assist to guide and assist team members;

• Communicates and conveys complex technical information to a team of contract specialists and/or contract analysts on procurement strategy and contract administration;

• Supports training new contract specialists and contract analysts in the application of County purchasing policies and procedures;

• Serves as business advisor and subject matter expert to assigned departments and maintains relationship with client departments to understand the mission or program objectives and requirements;

• Applies critical thinking skills to develop innovative procurement solutions that balance customer needs, best practices, and procurement regulations.

• Develops and prepares the most complex request for proposals, requests for information, and complicated bid documents;

• Serves as backup to contract specialist supervisor as needed; reviews contract award and contract administration actions from team members;

• Works as a member/leader of special or ongoing projects;

• Uses appropriate judgment to communication information to management regarding customer or project concerns;

• Monitors the execution of contracts to ensure that all contract provisions are met;

• Identifies problems and initiates corrective action when appropriate;

• Confers with commercial sales and technical representatives on products offered, specifications, availability and costs.

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

• Advanced knowledge of the principles, practices and methods of procurement and contract formulation;

• Considerable knowledge of acquisition life cycle, contracting methods and strategy, pricing techniques, competition, and principles of contract management;

• Working knowledge of contract law;

• Considerable knowledge of all aspects of financial, schedule, performance and legal risks associated with complex procurements;

• Considerable knowledge of sources of supply, commodity pricing methods and marketing practices;

• Considerable knowledge and use of electronic procurement systems;

• Working knowledge of accounting and record keeping practices as applied to procurement activities;

• Excellent oral and written communication skills;

• Ability to negotiate contract terms and conditions;

• Ability to develop and maintain effective working relationships with associates, officials, employees in other agencies, suppliers, contractors and the general public;

• Ability to function as a non-supervisory team leader in a team of contract specialists and/or contract analysts;

• Ability to analyze and interpret financial statements;

• Ability to prepare clear and concise reports.

MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to the following:
(Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")
Graduation from an accredited four-year college or university with major course work in public administration, business administration, supply chain management, or a related field, including or supplemented by courses in procurement and supply chain management principles, laws, methods, and procedures; plus, three years of progressively responsible experience in technical procurement work. Comprehensive knowledge of contracting laws, principles and contracting strategies. Ability to influence others.

PREFERRED QUALIFICATIONS:

• At least five years' experience in procurement.
• Advanced skill level in Microsoft Excel.
• Prior experience working in a local government