Procurement Card Program Manager

Full-Time and Permanent; 7.5 Hours/Day; 252 Days/Year; 12 Months/Year; Grade C

DEFINITION

This position is responsible for managing the district-wide procurement card program with additional responsibilities for certain complex commodities performing at the Senior Buyer level. Develops, implements, and oversees program goals and objectives. Serves as program agent for other agencies such as SECEP (Southeastern Cooperative Educational Program), Governor’s School of Arts, and Access Scholarship. Provides procedural guidance and technical support to schools/departments and fiscal agents maximizing the program’s potential. Provides all user training and support. This is specialized administrative work at the full performance level involving implementation adaptation of all upgrades to administrative procedures and regulations/policies. Also, this position has additional responsibilities at the full performance/lead level of a Senior Buyer, to include conducting procurement activities within one or more broad specialized commodity. Work is performed according to state procurement laws and regulations and school system policies and procedures and requirements, but considerable judgment is exercised in evaluating products, services and vendors and in making decisions as to the purchases to be made.

SUPERVISION

Program manager duties are primarily performed independently, under the general supervision of the Buyer Manager, Purchases and Supply. An employee in this class plans, organizes, and performs routine work in assigned areas according to established procedures with the incumbent having considerable latitude for initiative and independent judgment. Incumbent is expected to orient, train and instruct new employees.

DISTINGUISHING CHARACTERISTICS

This position serves as the district-wide procurement card/financial program administrator/manager. Additionally, this position manages the set up and oversight of ePayables and Expense Manager. This program is comprised of approximately 200 schools/departments/agencies, 1200 users, 900 credit cards, and 60,000 annual transactions, with an annual credit card spend of approximately $18M-$30M. An incumbent in this position must also function as a Senior Buyer. This position is distinguished from positions of lower grade by the incumbent’s demonstrated ability to make accurate, decisive decisions impacting procurement methods on a daily basis with minimal assistance from the Buyer Manager. The incumbent in this position is expected to provide technical support, communicate and provide training to all levels of positions within the school district, including, but not limited to principals, office managers, Directors, deputy superintendents and the superintendent of schools. This position recommends School Board policy, regulation changes and enforcement actions. Depending on the scope of the assigned project, may be called on to lead cross-functional departmental "procurement task groups."

ESSENTIAL FUNCTIONS (May not include all essential functions which may be performed.)

Administers the district-wide procurement card contract and manages the day to day operations of the program.

• Develops policies and procedures for administration of the program.
• Conducts Procurement card training
• Ensures that schools/departments are in compliance with procurement manual.
• Develops and establishes policies and procedures for the issuance usage of the procurement card and technology to support the program.
• Maintains and monitors the automated data system for the program.
• Negotiates contract modifications when necessary.
• Identifies and resolves problems that adversely affect the procurement card program.

Serves as a subject matter expert to Norfolk Public Schools on the procurement card program.

• Provides technical expertise on program implementation and policy development.
• Serves as a liaison between the vendor and participating schools/departments.
• Provides advice and policy clarification to participants.
• Serves as a liaison between MUNIS and Enterprise Spend Platform involving interfaces, upgrades and patches.

Markets the Procurement Card Program.

• Develops/makes presentations to highlight and communicate the benefits of the program.
• Develops new strategies and applications for expanding the program.
• Develops/recommends improvement to streamlining procurement processes involved with purchasing and procurement cards.

Monitors users of the Procurement Card Program for compliance.

• Prepares and analyzes reports to monitor the program for compliance.
• Takes appropriate action to ensure satisfactory contract progress and compliance.
• Monitors and identifies potential theft and/or abuse.
• Identifies, sets, and maintains parameters for program users.
• Conducts on-site visits to users to monitor compliance and use of enhanced program features.
• Interfaces with external auditors and internal accounts. Manages audit follow up process by administering card violation consequences.

Establishes and maintains dashboard metrics to evaluate effectiveness of program outcomes and to implement enhancements as needed.

• Defines goals and/or required results for the program outcomes through the use of performance metrics at scheduled reviews.
• Develops and maintains a set of metrics by which the program outcomes will be measured.
• Evaluates program effectiveness.
• Identifies program deficiencies and conducts timely research and consultation to improve methods.
• Conducts timely and thorough audits, research and consultation to determine desirable program modifications and enhancements. Assists in resolving conflicts and implementing improvements.

Develops and maintains professional knowledge of the current trends and developments in the field.

• Identifies and attends appropriate related training.
• Maintains current, broad knowledge of field by conducting appropriate research of trade journals, internet resources, and communications with peers and other experts as appropriate.
• Reads and evaluates professional literature on continual basis, translates complex or technical information into a form that can be understood by others, and distributes as appropriate.
• Incorporates knowledge of pertinent trends and developments into work procedures as appropriate.

Responsible for complex procurement transactions, technical commodities and services in accordance with the Virginia Public Procurement Act (VPPA) and NPS School Board policies and procedures.

Evaluates purchase requests, solicits competitive pricing through the use of telephone, email quotes, price agreements, state contracts, competitive sealed bids, and requests for proposals; assures that pricing and specifications submitted by vendors respond to the needs and that end users are being satisfied with regard to their purchase requests. Processes requisitions for entry into computerized purchase order system.

Obtains information to evaluate vendor services, and supplies, equipment and services in assigned procurement categories. Determines best sources of supply for proposed purchases.

Solicits competitive sealed bids and requests for proposals; obtains pertinent information from end users and vendors; assists end users with writing specifications for bids and proposals; selects appropriate vendors list for distribution of bids; opens and evaluates bids and makes awards to lowest responsible and responsive bidder(s).

Conducts negotiations for all competitive proposals and sole source contracts.

Visits schools, departments and vendor locations, and conducts on-site inspections and examinations of proposed procurement items, as well as vendor capability to comply with procurement requirements.

Utilizes various internet-based procurement systems (eProcurement/eCommerce) for maximizing competition for all bids and proposals.

Communicates to the district any and all changes regarding the procurement card program and types of procurement cards available to the district. Be able to intelligently and effectively provide training for the purchasing, corporate/travel, debit, shopping, vendor, ACI and group credit cards as required.

Performs other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Thorough knowledge of government procurement laws, rules, regulations, NPS procurement policies, practices, and procurement functions and operations including formal bid/proposal procedures.

Comprehensive knowledge of accounting policies and procedures with a general understanding of the chart of accounts defined by the Budget department.

Thorough knowledge of the assigned commodity or service category and the sources of supply including vendor capabilities and performance.

Thorough knowledge of contract law and contract administration procedures.

Excellent organizational skills and ability to handle high volume of complex work and multiple assignments independently.

Excellent knowledge of internet based procurement systems (e-Procurement/e-Commerce). Good knowledge of the organization and functions of large public school systems.

Ability to track and measure performance against objectives; make structured plans; accomplish strategic short- term goals; adjust goals based on new or additional information; set goals above expected level; seek additional challenges on the job; meet and exceed deadlines through efficient time management.

Excellent working knowledge of software mediums such as Microsoft Word, Access, Powerpoint and Excel.

Ability to research and develop new supply sources to provide appropriate competition and to work with potential suppliers to meet NPS needs in an equitable and timely manner.

Ability to communicate effectively, both orally and in writing.

Ability to establish and maintain effective relationships with others, including NPS officials, employees and vendors.

Ability to make effective decisions to resolve complex issues.

MINIMUM EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS

Must possess a Bachelor’s degree in business, public administration, or a related field and at least five (5) years of progressively responsible experience in a governmental purchasing environment; or any equivalent combination of education and experience that would provide the noted knowledge, skills, and abilities. Preferred areas of study include business administration or related areas, extensive IT e-Procurement/e- Commence training and experience. Considerable experience in procurement card programs, governmental procurement and contracting, accounting, audit procedures or the equivalent in education, certifications and experience to provide the knowledge, skills, and abilities listed above.

LICENSE/CERTIFICATION

A valid Commonwealth of Virginia driver’s license.

National professional certifications in the field of procurement, such as CPPB (Certified Public Purchasing Buyer), or CPPO (Certified Public Purchasing Officer), or C.P.M. (Certified Purchasing Manager), or CPCM (Certified Professional Contracts Manager), are required or must commit to securing within 2 years of service. Other related certifications such as CPCP (Certified Purchasing Card Professional) and VCO (Virginia Contracting Officer) are desired.

PHYSICAL ATTRIBUTES

Work requires normal, everyday physical effort, i.e., standing, bending, lifting, sitting and reaching. Operation of a motor vehicle is desired.

HAZARDS

No unusual risks in an office environment.

UNUSUAL DEMANDS

Ability to complete purchases and handle stress of changing priorities and polices, e.g., shopping card at a moment’s notice meeting daily, sometimes hourly deadlines.

COMPENSATION

This is a full-time, exempt senior administrative leadership position. Compensation and benefits are established in accordance with the School Board-approved administrative salary schedule and applicable division policies. Placement within the approved range is based on the position’s scope, the selected candidate’s qualifications and relevant experience, and available funding.

EQUAL EMPLOYMENT OPPORTUNITY DISCLAIMER

The school division provides equal employment opportunity and reasonable accommodation in accordance with applicable law and division policy. This job description summarizes the general nature and level of work assigned to this classification. It is not an exhaustive list of duties, responsibilities, knowledge, skills, abilities, or working conditions. The school division may revise or assign duties consistent with the position’s purpose and operational needs.