Position Description Questionnaire

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1 Agency Number: Position Description Questionnaire Agency Name: TRANSPORTATION, DEPT OF Position Number # Name of Employee: Last Name, First Name Employee Number: OR Class: X7010 Class Description: PRINCIPAL EXECUTIVE/MANAGER F Representation Code: MMS Salary Range: 35X RDC: 200 PR-DIST-CODE: 951 Position Class: X7010 Position Description: PRINCIPAL EXECUTIVE/MANAGER F Position Representation Code: MMS Position Salary Range: Working Title: 35X ODOT Chief Procurement Officer Division Name: Section Name: Central Services Division ODOT Procurement Office Immediate Manager's Name: John Doe Length of time in current position (Years) 1 Page 1

2 Why does this position exist? Purpose of Position To represent ODOT in matters related to procurement, including policy direction and oversight for ODOT statewide. Ensures ODOT's business needs are integrated into state level procurement systems whether it is initiative by ODOT, another state agency, or as a result of legislative mandates. The position directly manages the ODOT Procurement Office. The position is responsible for managing, directing, analyzing, and reviewing the agency's complex, procurement related projects, legislation, outsourcing and contract administration initiatives statewide. This position serves on ODOT leadership teams, interfaces with the Director's Office and other program management teams. It also serves as the hearings officer, responds to protests, evaluates or prepares legislation and reports results on all ODOT procurement activities. This position is responsible for the management of a $9.9 M budget and serves as the appointing authority for the section. Oversees the operations of the ODOT Procurement Office which is made up of two managers and 45 employees. Page 2

3 Accountability 1 Principle Accountabilities Leads and directs the development of ODOT's procurement and agreement procurement policies, procedures, administrative rules, and standards to meet the objectives of ODOT in concurrence with state and federal procurement and financial policies. Develops and implements procurement processing, methods, and oversight safeguards and governance to minimize risk of legal action and loss of financial assets. Directs responses to public records requests, mediation requests, litigation, and settlement claims. Identifies and negotiates with Department of Justice for critical contract class exemptions to streamline processes, reduce review time and expenditures. Responsible for staying informed of multiple, current ODOT Program operational needs, procurement office issues, and impact of policies issued by other state and federal agencies so that appropriate responses and strategies can be developed and used rapidly. Each program is affected by the decisions of this position as they require outsourcing to accomplish their mission critical and daily operational objectives. Ensures policies and procedures align with DOJ exemption requirements. % of time 20% Page 3

4 Accountability 2 Provides leadership and direction for promotion of procurement and solicitation development, and contract administration education for internal ODOT Partners and procurement professionals. Serves as panel member or trainer of procurement methodolgies for Oregon and other states. Ensures ODOT Procurement professionals maintain the state and/or national credentialing necessary to maintain delegations of authority and to support appropriate, legal and transparent procurement activities. % of time 35% Page 4

5 Accountability 3 Provides leadership in developing, evaluating and implementing procurement polices and programs ODOT-wide. Establishes branch-wide strategic direction, goals and objectives while creating and maintaining an organizational culture that is partnership driven and quality focused. Achieve compliance within the Division, Department, and ensure that legislative objectives are met. % of time 15% Page 5

6 Accountability 4 Directs recruitment, hiring, coaching and performance management of employees under ODOT state policy and administrative rules. Develops, hires and retains highly skilled, multi-talented professionals in an empowered value-base team environment. % of time 5% Page 6

7 Accountability 5 Directs the development and management of the branch biennial operating budget of approximately $9.9M to achieve OPO's Missiona. Manages operational budget to ensure proper management of funds and presents budget information and outcomes to ODOT executive staff, internal governing bodies including DAS and legislative staff as needed. % of time 5% Page 7

8 Accountability 6 Serves as a member of the Central Services Management Team. Participates in the formulation of strategic direction, goals and objectives of ODOT's Central Service Division. This includes reviewing major program operational plans and budgets. Provide leadership and guidance for the Central Services Division. Assist in setting strategic direction and setting goals and outcomes. Responsible for engaging in strategic initiatives, proposing changes for risk reduction, and participating as an advisor on statewide and department-wide policy issues.ensures that decisions are consistent with Division, agency and legislative objectives. % of time 5% Page 8

9 Accountability 7 Represents the Central Services Deputy Director and other executive level managers on procurement matters related to ODOT business. Represents ODOT on statewide committees and task forces. Functions as spokesperson on procurement related issues to internal and external entities: legislature, DAS and other agencies, federal agencies, vendors, and where applicable, the Oregon Transportation Commission and Secretary of state. Articulates ODOT's procurement business needs. Provides direction of procurement matters. Formulates policy and business practices supporting small and large business procurement participation, information sharing, customer feedback, and issue resolution. % of time 5% Page 9

10 Accountability 8 Implements the mandates of the Director, enrolled legislation, and the results of audits, reviews, or other program modifications. Reviews legislation impacting procurement, prepare testimony, and manage the preparation of fiscal impact statements. Implements mandates and ensures that appropriate procurement actions are being carried out. Implements new and revised statutes and develops administrative rules, policies and standards to ensure ODOT compliance. % of time 10% Page 10

11 Accountability 9 % of time Page 11

12 Accountability 10 % of time Page 12

13 Span of Control How many employees are directly managed by this position? 5 List the positions 2 Principle Executive Manager E 1 Operations and Policy Analyst 4 1 Operations and Policy Analyst 3 1 Administrative Specialist 1 How many employees are managed through a subordinate position? 39 Page 13

14 Budget Authority Operational: Non-Operational: 0 Total Biennial: Other indicators of scope - list below measures other than budget which indicate the scope of this position: Estimated biennium procurement actions processed are 2,000 through OPO. Oversees the procurement activities of ODOT, where decentralized, with a total procurement value of approximately $3.4 billion. Physical inventory managed = 109 Units valued at $231, Number of locations = five locations, White City, Roseburg, Lagrande, Bend, Pendleton. Page 14

15 Decision Making Authority Describe the typical decisions made by this position without prior approval. Decisions are often for complex and sensitive situations not covered by procedures and can involve millions of dollars. Stays current with policies, practices, case studies, and makes recommendations for award of contracts, resolution of vendor protests, and represents the Department during mediation or litigation. Ensures the solicitation methods chosen is appropriate and best meets the goals of the projects. Makes recommendations on procedural and statutory changes. Decisions may set precedents for future contracting decisions, and require a high-level of purchasing and contracting knowledge and expertise. Manages a unit operating budget and oversees the outsourcing practices of approximately $3.4 billion per biennium for ODOT. Decision are independently made for expenditures, addressing legal issue and conflict of interest, and OPO standards and practices. Describe the typical decisions referred to others and/or controlled by policy and other controlling regulations. Some higher level and department wide decision are referred to the Director, Deputy Director for Central Services or other members of the ODOT Executive Team. Although decisions are referred to these entities the CPO is reliec on to provide information and recommendations. Describe the way in which the work of this position is assigned and reviewed. Identify the type (general, direct, indirect) and frequency of guidance provided by this position's manager. Work is assigned generally and a small percentage is direct. Guidance is provided, as needed, or requested. Page 15

16 Knowledge and Experience Education: List any academic or technical knowledge required for the position. Extensive knowledge and experience with respect to principles and practices, tools, and methodologies of successful procurement planning, strategic sourcing, legal resolution, and general principles of risk transference through procurement. Skill in planning, organizing and controlling the use of human, equipment and budgetary resources. Extensive knowledge of principles and practices of employee relations. General knowledge of principles and practices of financial management. Skill in communicating effectively in writing and in oral expression. Skill in supervising and assigning work according to the nature of the job to be accomplished. Control work through period reviews/evaluations of subordinates. Determine the need for disciplinary action and either recommend or initiate action. Skill in public speaking. Experience: Describe how much and what type of relevant position-related experience is require for this position. Four years of management experience in a public or private organization which included responsibility for each of the following: a) development of program rules and policies, b) development of long- and short-range goals and plans, c) program evaluation, and d) budget preparation. OR Three years of management experience in a public or private organization which included responsibility for each of the following: a) development of program rules and policies, b) development of long- and short-range goals and plans, c) program evaluation, and d) budget preparation; AND quarter hours (30-32 semester hours) of graduate level coursework in management. Other (e.g. licenses, registrations, or certifications required for this position). None Page 16

17 Other Relevant Information Provide any additional information on the nature and scope of this position. This position must be able to calmly and quickly adapt or respond to unusual and unplanned initiatives are often the result of legislation, sudden shifts in executive management priority to complete projects, political pressure to reprioritize projects and analysis, emergency procurement needs and investigations into non-compliance by internal ODOT staff or contractors in the performance of contract administration. Page 17

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