| JOB SUMMARY
The Manager, Contract Operations & Purchasing is responsible for the oversight and management of core contract administration and operational activities such as staff trainings, systems management and oversight, monthly board approval of contracts, and management of tools, templates and manuals. S/he is also responsible for driving business process improvement efforts for internal processes, protocols, and policies in partnership with the Manager, Contract Compliance. S/he is responsible for developing, centralizing and executing on First 5 LA’s purchasing systems and processes. S/he will also provide direction and guidance to staff to support the management of a portfolio of contracts as assigned, including a capital improvement project for First 5 LA’s facility. ESSENTIAL DUTIES & RESPONSIBILITIES
The Contract Compliance Officer should visibly demonstrate the adopted organizational values of collaboration, integrity, learning and Diversity, Equity, and Inclusion (DEI) in the execution of their key areas of responsibility. Key Areas of Responsibility: - Contract operations
- Contract administration
- Purchasing
- Business process improvement
- Supervision of direct reports and talent development
Essential Duties:
Contract Operations - Creates and strengthens internal procurement and contracting processes and refines protocols, policies, and templates
- Analyzes effectiveness of existing business processes to measure, monitor and track compliance
- Identifies areas of vulnerability and gaps in related processes, policies, and protocols
- Drives operational excellence using process improvement methodologies in alignment with overall organizational goals
- Works across departments/divisions to understand the operational business needs to drive continuous quality improvement in policies and processes from the Department
- Develops and conducts training related to policies, processes, and operations of the department
- Oversees and manages department driven systems, manuals and templates
Contract Administration & Management - Provides contract management support and guidance for a portfolio of contracts as assigned
- Drafts moderate to complex, non-routine contractual instruments and provisions in collaboration with legal when needed
- Ensures that contractor/ grantee records are managed and filed according to policy and that electronic files are in compliance with internal requirements
- Facilitates department and inter-departmental coordination and information sharing on relevant issues
Purchasing - Works effectively across all divisions to develop, manage and lead organizational purchasing policies, procedures, standards, and strategies in order to ensure organizational efficiency, process transparency, fairness, and impartiality
- Coordinates annual purchase planning with finance/budget/accounting staff
- Identifies and implements appropriate systems, processes and controls for purchasing
- Creates processes for inventory management
- Identifies and develops training opportunities for staff once purchasing systems and processes are in place
- Plans, organizes, directs, manages, and evaluates purchasing activities
- Tracks and reports key functional metrics to reduce expenses and improve efficiency and effectiveness
- Crafts negotiation strategies and closes deal with optimal terms
- Seeks and partners with reliable vendors and suppliers
- Oversees the proposal, bidding, and negotiation process for goods and services under purchasing
- Complies with and maintains knowledge of applicable rules, regulations, and standards
- Ensures all purchasing activities support and strengthen the strategic objectives of the overall organization
Staff Supervision and Talent Development - Monitors staff performance and provides ongoing performance feedback
- Develops, coaches and supervises Department staff consistent with values and competencies required for successful job growth and development
Other - Supports the organization’s commitment to diversity and inclusion, and values a diversity of perspectives
- Adheres to policies and procedures to ensure alignment with State regulations, local ordinances and First 5 LA directives
- Keeps apprised of all laws, regulations, statutes, rules and policies affecting First 5 LA and Proposition 10
- Supervises contractors and consultants, as needed
- Collaborates both internally and with external stakeholders to capture, synthesize and share learning and knowledge outcomes from the ongoing execution of all activities as necessary
Other duties and responsibilities may be assigned. The duties and responsibilities listed are designed to provide typical examples of the work performed; not all duties and responsibilities assigned are included here, nor is it expected that all similar positions will be assigned every duty and responsibility. |
