Career Opportunity

Procurement Supervisor - Office of Contract Administration (1825)

Recruitment: RTF0123605-01112619

Published: July 28, 2022

Apply using SmartRecruiters, the City and County of San Francisco's application portal.

About:

The City and County of San Francisco spends over $2B on procurement annually (including professional services, construction, grants, commodities, and general services).  Its primary procurement department, the Office of Contract Administration (OCA), also known as the Purchasing Division, is responsible for procuring the commodities and services that are essential to providing governmental services for the citizens of San Francisco, through one-time purchases as well as administration of over 600 fleet, general services, general commodities, equipment lease, repair, and maintenance, and technology contracts for Citywide use.  The department additionally provides Citywide oversight and administration of all City purchases subject to San Francisco Administrative Code Chapter 21, ensuring City departments abide by public contracting rules and regulations, and further supports City procurement and contracting efforts by developing and administering solicitation and contract templates, and providing training to contracting staff.  

Recently, City leadership initiated an effort to elevate procurement as a strategic function within the City, with the goal of making procurement more efficient, equitable, and performance based.  Given its role as a central procurement oversight and administration agency, the Office of Contract Administration will play a critical role in this multi-year, citywide “procurement reform” effort.  As a first step, OCA leadership is undertaking a restructuring of the organization to create efficiencies, to improve supplier and departmental contract compliance support, and to implement more specialized procurement auditing and reporting functions.

Role description

Why join the Office of Contract Administration?
Under direction from the City Purchaser and Assistant Director of Purchasing, the Procurement Supervisor plays a significant role and is responsible for planning, coordinating, supervising and reviewing the work of procurement professionals.

What you will typically be responsible for:

• Plans, assigns, directs, reviews, and evaluates the work of the Purchasing Division staff
• Designs purchasing strategies and help prioritize the work of the department to ensure the availability of inventory of goods and services for City departments.
• Develops solicitations that will provide the best quality, cost, and service for the City and County of San Francisco. Oversees competitive procurement processes, award and administration of contracts.
• Serves as a subject-matter-expert on City procurement processes in order to guide City departments and purchasing staff through their procurement processes.
• Manages relationships with City departments, managers, vendors, and/or contractors to understand needs and requirements of proposed purchases and/or services.
• Assists in the development of citywide procurement rules and regulations that will impact the business processes of all City departments.
• Works closely with the City Attorney General Counsel's staff on complex negotiations, actions required to resolve protests, and the interpretation and implementation of legal aspects of procurement.
• Develops and oversees departmental policy, rules and regulations governing purchasing activities with staff, personnel of various city departments, and vendors.
• Plans, assigns, directs, reviews and evaluates the work of purchasing staff. 
• Creates, leads and conducts in service training for members of professional purchasing staff based upon established methods, policies, and procedures.
• Drafts complex multi-part contract proposals and makes recommendations to the Director and Assistant Director of Purchasing.
• Prepares and analyzes detailed reports on the status of staff performance and the Office of Contract Administration’s activities by division. Identifies and makes recommendations on areas for improvement.

We are looking for someone who:

• Demonstrates ability to analyze, report and present complex data.
• Demonstrates ability to prioritize, track, monitor and ensure progress of a high volume of projects and contracts.
• Demonstrates ability to plan, assign, direct, review, and evaluate the work of subordinate staff
• Demonstrates ability to comprehend and apply complex federal, state or local laws. 
• Has knowledge/experience with PeopleSoft or other similar financial and procurement system
• Is experienced with procurement such as identifying vendors and ascertaining quotes, selecting vendors, negotiating terms and conditions, developing complex contracts, requests for qualifications, requests for proposals, or other related experience
• Is creativity and has proven problem solving skills 
• Is flexible and adaptable

A few reasons you might love this job:

• Your voice will be heard and valued
• You will play a critical role in the Citywide procurement reform efforts
• We have a strong team that works together cohesively
• You will have the ability to be innovative and creative in developing new programs, processes, and tools

Nature of Work:
Incumbent must be willing to work a 40-hour per week schedule.

How to qualify

Possession of a graduate degree (Master's degree or higher) from an accredited college or university AND
Seven (7) years full-time equivalent experience performing professional level analytical work as described in Note A; OR

Possession of a graduate degree (Master's degree or higher) from an accredited college or university with major college coursework as described in Note B AND six (6) years full-time equivalent experience performing professional level analytical work as described in Note A; OR

Possession of a baccalaureate degree from an accredited college or university AND eight (8) years of full-time equivalent experience performing professional level analytical work as described in Note A; OR

Possession of a baccalaureate degree from an accredited college or university with major college coursework as described in Note B AND seven (7) years full-time equivalent experience performing professional level analytical work as described in Note A

SUBSTITUTION: Applicants may substitute up to 2 years of the required education with additional qualifying experience in budget analysis, financial analysis and reporting, legislative/policy analysis, or contract/grant administration. One year (2000 hours) of additional qualifying experience will be considered equivalent to 30 semester units/45 quarter units.
Notes on Qualifying Experience and Education: A. Qualifying professional-level analytical experience must be in one or more of the following functional areas: complex budget analysis, development and administration; complex financial/fiscal analysis and reporting; development of complex contracting systems and administration of competitive bid processes and complex contractual agreements; development and evaluation of complex management/administrative policy; complex grant administration and monitoring; complex program evaluation and planning; complex legislative analysis; complex economic analysis; or other functional areas related to the duties of positions in Class 1825, where the primary focus of the job is complex professional-level analysis for evaluation, recommendation, development and implementation of major programs and functions of department/organization. Analytical experience equivalent to the duties of Class 1824 is considered qualifying. B. Coursework applicable to a baccalaureate or higher degree in specialized subject matter areas such as public or business administration, management, business law, contract law, public policy, urban studies, economics, statistical analysis, finance, accounting or other fields of study closely related to the essential functions of positions in Class 1825.

What else should I know?

What else should I know?

• Information About The Hiring Process
• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity 
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Right to Work
• Copies of Application Documents
• Diversity Statement

Compensation: $140,218 to $170,534 annually

• Applicants are encouraged to apply immediately. This recruitment may close at any time, but not before Friday, August 5, 2022. 
• Late or incomplete submissions will not be considered. Mailed, hand delivered or faxed documents/applications will not be accepted. 
• For questions or inquiries, please contact: Connie Poon, Senior Human Resources Analyst at Connie.Poon@sfgov.org
• Your application MUST include a cover letter and resume.  To upload these item(s), please attach using the "additional attachments" function.

Verification: Applicants may be required to submit verification of qualifying education and experience at any point in the application and/or departmental selection process. Written verification (proof) of qualifying experience must verify that the applicant meets the minimum qualifications stated on the announcement. Written verification must be submitted on employer’s official letterhead, specifying name of employee, dates of employment, types of employment (part-time/full-time), job title(s), description of duties performed, and the verification must be signed by the employer. City employees will receive credit for the duties of the class to which they are appointed. Credit for experience obtained outside of the employee’s class will be allowed only if recorded in accordance with the provisions of the Civil Service Commission Rules. Experience claimed in self-employment must be supported by documents verifying income, earnings, business license and experience comparable to the minimum qualifications of the position. Copies of income tax papers or other documents listing occupations and total earnings must be submitted. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at http://sfdhr.org/index.aspx?page=456.

Note: Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City and County of San Francisco. 
Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine candidates’ qualifications. Only those applicants who most closely meet the needs of the Agency will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview. Qualified applicants with disabilities requiring reasonable accommodation in the selection process must contact the Agency by phone at (415) 554-6065 or, if hearing impaired at (415) 554-6015 (TTY).

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be fully vaccinated against COVID-19 as a condition of employment. Someone is fully vaccinated when 14 days have passed since they received the final dose of a two-shot vaccine or a dose of a one-shot vaccine. Any new hire must present proof of full vaccination status to be appointed. Any new hire who will be routinely assigned or occasionally enter High-Risk Settings, must provide proof of having received a COVID-19 booster vaccine by March 1, 2022, or once eligible.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.