Job Description
General Statement of Duties:
The Procurement Manager is expected to manage ECSD procurements and solicitations for purchases ranging from office supplies to multimillion contracts for goods and services. Additionally, the Procurement Manager will monitor existing contracts that result from solicitations. Any issues with contract compliance will be addressed with the vendor. The Procurement Manager shall leverage all available procurement tools and prioritize and balance competitiveness of bids with quality of service and compliance with Commonwealth procurement law and Massachusetts Sheriff's Association specific procurement guidelines. The Procurement Manager will also ensure the department is making the most cost-effective purchases. While the scope will be procurement based, the Procurement Manager must work fluidly with and build rapport with the Finance team, as well as all disparate business areas within the organization. Said Procurement Manager will need to closely monitor relationships with other public sector entities, as well as vendor services to assure services rendered are aligned with payments and contract parameters.
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Supervision Received:
Works under the general supervision of the Director of Procurement, and/or any designee or other employees of higher grade who provide instruction and guidance, assign work and review performance through oral and written reports for adherence to policy and conformance with rules and regulations.
Essential Functions:
§ Review and process assigned invoices; Confer with vendors by telephone, writing, and in-person to resolve accounting discrepancies.
§ Work with Departmental Fiscal staff on accounting and accounts payable transactions and track accounts payable.
§ Prepare documents for processing payments; Maintain filing system for all related invoices and correspondence.
§ Follow up with vendors regarding orders, deliveries and returns.
§ Maintain compliance with all applicable procurement laws and guidelines.
§ Negotiate with vendors to achieve best product, service, and cost available to the department.
§ Utilize Operational Services Division guidelines and resources including various procurement and purchasing features of CommBuys.
§ Monitor and approve, as necessary, Requisitions in the P2P system.
§ Work with other state agencies and Sheriff's departments on procurement matters.
§ Leverage alternative procurement paths for best value and services as appropriate.
§ Maintain a highly organized and transparent hardcopy and digital repository of contracts for ease of retrieval, audits, and record requests.
§ Prioritize vendor accountability and root out and remedy any fraud, waste, or abuse.
§ Author and enforce department-wide procurement best practices and policies.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Position Type/Expected Hours of Work:
This is a full-time position. Days and hours of work are Monday through Friday.
AAP/EEO Statement:
The Essex County Sheriff's Department is an Equal Opportunity/Affirmative Action Employer.
Qualifications
Required Education and Experience:
§ Applicants must have a minimum of five (5) years of full-time professional experience. Previous experience working in Procurement is preferred.
§ Associate Degree in a relevant field from an accredited undergraduate school is required.
§ Clear and concise internal and external communication is essential.
§ Proficiency in Microsoft Office products required.
§ Strong work ethic and ability to simultaneously address multiple priorities with limited time and funding is a must.