DescriptionReporting to the Director of Finance/Treasurer, the Procurement Officer is responsible for preparing, reviewing and approving solicitations, negotiating contracts, and managing the procurement process for a wide variety of products and services for the Town. This position will have discretionary authority in ensuring all procurement transactions meet ethical standards and comply with applicable laws and regulations. ESSENTIAL FUNCTIONS • Develops, recommends, updates, and implements procurement policies and procedures; reviews efficiency and effectiveness of procurement operations, methods, processes, and procedures; implements needed improvements; manages cost control through procurement process • Manages the procurement process in the Town’s financial system (MUNIS); develops related documentation and manuals; trains all departments on processes and procedures • Interprets, applies, and ensures compliance with Town, state and federal requirements, regulations, policies and procedures, as well as generally accepted procurement practices related to securing goods and services in accordance with the Virginia Public Procurement Act (VPPA); initiates any actions necessary to correct deviations or violations • Coordinates procurement activities for the Town; provides assistance to departments to ensure timely and cost-effective acquisition of goods and services; provides guidance and direction and technical expertise; verifies available funds; coordinates and facilitates meetings with department heads and staff to assess needs, scope of work, specifications, etc.; reviews procurement documents and contracts; edits documents and makes recommendations • Determines appropriate method of procurement such as Invitations for Bids (IFBs), Requests for Proposals (RFPs), Requests for Quotes (RFQs) as well as Sole Source and Emergency Procurements in accordance with established policies, procedures, and guidelines. Researches and identifies potential sources for goods and services including available national, regional, local, state, federal or other cooperative contracts. • Coordinates the formal Invitation to Bid and Request for Proposal process; prepares and reviews specifications; prepares and publishes advertisements of bids and proposals to the Town website and local; conducts pre-bid conferences; maintains plan holder lists; conducts bid openings; responds to questions from bidders • Evaluates bids, quotes and proposals; receives RFP’s; reviews, scores, grades and analyzes RFP; collects, reviews, and compiles evaluations from other staff members; makes recommendations to requesting department; negotiates procurements and contracts as appropriate; maintains related documentation • Prepares approved contracts for signature and distribution; writes contracts to include the scope of service; forwards contracts to vendors and Town employees for appropriate signatures; compiles and distributes signed contracts to appropriate personnel • Prepares and publishes Notices of Award; responds to questions, comments, and/or protests arising from award notifications; provides documentation as requested • Maintains records of annual contracts; ensures all documents are properly signed and sealed; notifies departments of contract renewals or expirations; re-issues bid, when applicable; maintains insurance and business license files for approved contracts • Monitors contract fulfillment; communicates with vendors regarding orders; communicates with department staff regarding status of contract fulfillment, including late deliveries, poor contract performance, damages, etc.; resolves problems and discrepancies; maintains all related documentation • Develops professional relationships with the vendor community; interviews vendors and reviews vendor applications; ensures vendors desire to obtain Town business; coordinates with vendors to perform market research to obtain cost estimates and market trends to determine good or services and assist in developing budgets • Manages surplus disposal; administers online auctioning site; distributes logins; trains department staff on site functions and use; coordinates payment and pick up arrangements with successful bidders; maintains related documentation • Communicates with Town officials and administrators, department heads, Town employees, vendors, contractors, consultants, the public, and other outside businesses and agencies needed to coordinate work activities, review status of work, exchange information, resolve problems, or give/receive advice/direction • Maintains a comprehensive, current knowledge of applicable laws/regulations, policies and procedures; maintains an awareness of new equipment, procedures, trends and advances in the profession; reads professional literature; maintains professional affiliations; participates in continuing education activities; attends shift meetings, workshops and seminars as appropriate • Performs other duties as assigned
RequirementsEDUCATION AND EXPERIENCE • Bachelor’s degree in business administration, public administration, business law, or closely related field • Minimum of three (3) years of experience in commercial, federal, state, or local government procurement, purchasing, contract management, or any combination of relevant experience • Prior experience in writing and evaluating requests for proposals (RFPs), invitations for bid (IFBs), and awarding contracts • Preference given to applicants with Virginia state or local government purchasing and/or procurement experience and knowledge of Virginia Public Procurement Act (VPPA) LICENSES AND CERTIFICATIONS • Valid Virginia driver’s license with the ability to meet and maintain Town insurability requirements • Virginia Contracting Officer or Associate certification (VCO/VCA), Certified Professional Public Buyer (CPPB), Certified Public Purchasing Officer (CPPO), Certified Purchasing Manager (CPM) and/or related certifications.
Apply online at https://www.christiansburg.org/171/Human-Resources, then select Employment Opportunities, the select the Apply icon under the Procurement Officer posting. Open until filled.
Name: Breyona English