Assistant Director Of Procurement

This position is on-site. We currently do not offer hybrid or remote work for this role.GENERAL SUMMARY:

Assists in directing, planning, organizing, managing, and providing direction and oversight for all functions and activities of TARC’s procurement and contract administration, which includes the procurement of parts, services, and supplies needed to efficiently operate the Authority; assures compliance with the TARC’s standards for contract and quality compliance, quality, timeliness, and cost-effectiveness; and implements and directs both TARC and purchasing policies and procedures with staff and vendors; manages the Disadvantaged Business Enterprise (DBE) program. This position will support a safety and customer service culture through programs, procedures, and other related work to achieve TARC’s mission and strategic outcomes. The position is responsible for meeting or exceeding all TARC policies and procedures with strict adherence to all local, state, and federal regulations; and performing related duties as assigned.

SUPERVISORY RESPONSIBILITIES:

None

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assists in directing and managing organizational-wide procurement process and ensures fair competition for vendors and bidders.
• Assist the management of TARC's competitive solicitations; requests for proposal (RFP), requests for qualifications (RFQ), and/or invitations for bid (IFB) processes in compliance with all applicable policies and laws; assists departments in the development of complex project and bid specifications for products and services; provides workshops and training to staff regarding purchasing and contract policies and procedures.
• Assists in managing the contracting process, which includes negotiation of terms and conditions, preparing contract solicitation documents, providing training, administering contract communications; and monitoring procedures; reviews major change orders and ensures compliance with contracting statutes and TARC policies and procedures.
• Drafts, edits, and reviews proposals and staff reports, ensuring documents are accurate, complete, and in compliance with legal requirements.
• Reviews, approves, and monitors purchase orders, requisitions, and purchase card program expenditures.
• Collaborates with other departments regarding their purchasing needs.
• Supports the director in the administration of the DBE Program, which includes, but is not limited to ensuring contractor/vendor compliance with federal and state regulations as well as TARC policies; assists vendors with the DBE certification process; generates reports; monitors and investigates DBE performance; develops collaborative relationships with various minority businesses; develops DBE goals and timetables in compliance with E.W. 11246.
• Develops goals, objectives, policies, and procedures, and ensures adherence to and implementation of federal and state laws, ordinances, policies, rules, and regulations.
• Assist in directing and administering TARC’s supply and parts program to ensure sufficient supply; establishes and implements policies and procedures related to the purchasing, collection, and disposal of surplus/parts equipment, materials, and supplies.
• Provides and analyzes various reports related to procurement, inventory, purchase orders, and contracts.

• Provides supervisory responsibilities by monitoring department workload for efficiency, conducting annual reviews of staff performance, finding opportunities for and conducting training, addressing staff questions and concerns, developing individual goals and objectives for staff members, and interviewing and hiring staff.
• Manages and participates in the development and administration of the department's annual budget; directs the forecast of additional funds needed for staffing, equipment, materials, and supplies; directs the monitoring of and approves expenditures; directs and implements adjustments.
• Monitors developments in legislation related to purchasing matters and evaluates their impact on TARC operations; recommends and implements policy and procedural improvements to meet legislative obligations.
• Attends and participates in professional group meetings; stays abreast of new trends and innovations in purchasing; researches emerging products and enhancements and their applicability to TARC’s needs.
• Performs other job-related duties as requested.

MINIMUM EDUCATION AND EXPERIENCE:

• Bachelor's degree from an accredited four-year college or university with major coursework in business administration or a closely related field; and

• Five (5) years of professional-level experience in procurement and/or contract management, including three (3) years of management experience in purchasing.
• Experience in a transit agency is preferred.

• Possession of, or ability to obtain, a valid Kentucky or Indiana Driver's License by the time of appointment and a satisfactory driving record.

Note: An equivalent combination of related education and experience may be substituted for the above-stated minimums excluding High School Diploma, GED, Licenses, or Certifications.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Organizational and management practices as applied to the analysis and evaluation of purchasing and contracts programs, policies, and operational needs.
• Advanced principles and practices of public purchasing and contract management, including competitive bidding procedures.
• Construction contracting and competition practices.
• Principles and practices of personnel management including supervision, training, and performance evaluation.
• Vendor negotiation and dispute management.
• Sources of federal, state, and local funding used for organization programs; funding practices of federal, state, and local grant agencies.
• Principles and practices of budget preparation and administration.
• Business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of resources.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• The structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Computers and software programs (e.g., Microsoft software packages) to conduct research, assess information, and/or prepare documentation.

• Provide administrative, management, professional leadership, and direction for the assigned department.
• Develop, implement, and administer goals, objectives, and procedures for providing effective and efficient purchasing and contracts.
• Plan, organize, administer, review, and evaluate purchasing, inventory management, and contracts.
• Negotiate with vendors, contractors, and others in purchasing and contract activities.
• Prepare and present clear and concise reports, presentations, specifications, RFPs, RFQs, and IFBs; correspondence; and documents required in the course of the work.
• Recommend and interpret purchasing regulations, set and enforce procedures, and work with both union and non-union staff.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies, procedures, and standards relevant to the work performed.
• Select and supervise staff; develop and direct people as they work by providing training to ensure tasks are performed effectively; oversee and evaluate performance in an objective and positive manner.
• Handle confidential and sensitive information.
• Multi-task in a fast-paced environment and work independently as well as collaboratively.
• Prepare and administer large and complex budgets; allocate limited resources in a cost-effective manner.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of organization goals.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish and maintain cooperative working relationships with those contacted in the course of business, including employees, the Board of Directors, government entities, contractors, the community, and the general public.
• Effectively use computer systems, applications, and modern business equipment to perform a variety of work tasks.

WORKING CONDITIONS:

Incumbents generally work in a typical office environment with adequate light and temperature. There may be occasional exposure to extreme temperatures, loud noise, fumes, noxious odors, dust, mist, gases, and poor ventilation; must be able to see, hear and speak; and sit at a desk for long periods of time. Work may require some level of mobility including lifting or moving materials. Incumbents may interact with upset staff and/or members of the public in interpreting and enforcing departmental policies and procedures. May be required to attend meetings outside of regular working hours.

This position requires a pre-employment screening.

AMERICANS WITH DISABILITIES ACT (ADA) COMPLIANCE:

Reasonable accommodations may be made for those who are not able to perform the essential duties of the job.

SAFETY SENSITIVE POSITION: No