Purchasing and Contracts Manager (1604/Manager V/B26/Exempt)

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1 TEACHER RETIREMENT SYSTEM OF TEXAS invites applications for the position of: Purchasing and Contracts Manager (1604/Manager V/B26/Exempt) SALARY: $5, $9, Monthly OPENING DATE: 05/13/15 CLOSING DATE: GENERAL DESCRIPTION: Continuous Do you have excellent negotiation and contract management skills? Have you successfully navigated the formal bid process? Can you thrive in a role with diverse responsibility? Are you a motivating leader who fosters our core values in an already dynamic team of purchasing and contract professionals? If this sounds like you, then TRS wants to get to know you! We are looking for exceptional candidates for a Purchasing and Contracts Manager to oversee the acquisition of goods and services, and to ensure compliance with applicable laws and regulations. The Manager also coordinates the agency's historically underutilized businesses (HUB) program, a critical piece of our Strategic Plan linked to our Mission. The Manager will play a significant role as it relates to contracted services in TRS's key project to modernize core processes used to administer pension benefits, known as TRS Enterprise Application Modernization (TEAM) Program. The Manager will be expected to work in a collaborative environment with internal parties as well as external contacts. This position reports to the Director of General Accounting and manages a 6-person team of professional purchasers and contract specialists. At TRS, we don't just fill positions. We strive to recruit the best and brightest in their field, and we'd like to hear from you. Please apply today to get the process started. Position open until closed by division ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES: Management Manages the purchasing and contract management team operations and staff, including direct supervision, performance evaluation, and hiring of staff.

2 Monitors team work loads and work processes, and takes corrective actions as needed to ensure that all operations are covered and productivity, customer service, and quality goals are met. Assesses the training needs of team members and arranges for or develops and provides training, coaching, and technical assistance. Provides training and technical assistance to agency staff on purchasing and contract administration regulations, policies, procedures, processes, systems, best practices, and related issues. Develops and/or revises policies, processes, procedures, and systems. Ensures compliance with applicable federal, state, agency, and department policies, procedures, rules, and regulations. Serves as the agency s State Use Coordinator and Procurement Card Administrator. Purchasing and Contract Oversight Ensures agency purchasing and contracting activities comply with all state and agency regulations, policies, and procedures. Monitors the procurement and contracting process to ensure that contractors are fairly and objectively selected. Coordinates with and serves as a technical resource to legal, accounting, management, purchasing and contract staff, and other agency staff as needed to assist in the successful negotiation and awarding of contracts. Researches and resolves complaints from agency staff, contractors, vendors, and potential contractors and vendors. Assists contract sponsors in the development of bid and contract specifications and/or contract renewals, ensuring that contracts adequately address expected deliverables, performance measures, payment reimbursement methodology, and consequences for non-performance. Oversees the processing of purchase orders and other purchasing documents. Oversees the analysis of bid tabulations to determine best value, and the negotiation with vendors to develop better offers, including splitting awards between vendors, and awards purchases. Oversees the development and implementation of a contractor oversight process to ensure that contractors and vendors consistently provide quality services and that funds are spent effectively and efficiently. Develops, prepares, and delivers reports and presentations to agency management and staff regarding contract administration, the HUB program, and purchasing plans, operations, activities, achievements and related issues. Prepares and submits reports to state regulatory entities. Researches, analyzes, and evaluates agency purchasing, HUB, and contract administration practices, policies, procedures, guidelines, processes, systems, and forms. Serves as a subject matter expert on various aspects of contract administration, and assists with developing and implementing process improvement.

3 Participates on related committees and special projects as assigned, including assisting with the financial system replacement (FSR) implementation efforts. Historically Underutilized Businesses (HUB) Program Coordinates the agency s HUB program. Develops and implements recommendations for improving agency HUB utilization. Attends HUB forums and provides information on agency purchasing needs to potential HUB vendors. Supervises the maintenance of HUB status codes in the agency s vendor database. Ensures that HUB program issues are considered in all agency purchases and contracts. Performs related work as assigned. MINIMUM QUALIFICATION REQUIREMENTS/LICENSES AND CERTIFICATIONS: Education: Bachelor s degree from an accredited college or university. High school diploma or equivalent and additional full-time experience in procurement and/or negotiating contracts, goods, services, and/or prices may substitute for the required education on an equivalent year-for-year basis. Experience: Six (6) years full-time progressively responsible purchasing or contract management experience in a Texas state agency, including four (4) years of experience using the formal bid process for awarding purchases or contracts. Four (4) years of experience negotiating contract terms and conditions. Four (4) years of experience leading, supervising, or managing professional staff. Registration, Certification, or Licensure: Certification as a Certified Texas Procurement Manager (CTPM). Preferred Qualifications: Bachelor s degree in accounting, business, finance, public administration, or a related field.

4 Certification as Certified Texas Contract Manager (CTCM), Certified Professional Public Buyer (CPPB), and/or Certified Public Purchasing Officer (CPPO). KNOWLEDGE SKILLS AND ABILITIES/PHYSICAL REQUIREMENTS: Knowledge, Skills and Abilities Knowledge of: General purchasing methods and practices; Texas Comptroller of Public Accounts (CPA) purchasing rules, regulations, policies, and processes, audit and reporting requirements, including the HUB program and information technology purchasing procedures and processes. General contract law concepts and principles. Contract administration theories, practices, techniques, rules, and regulations. Formal solicitation processes (e.g., invitation for bid (IFB), request for proposal (RFP), request for offer (RFO), request for quotation (RFQ), request for information (RFI)). Skill in: Analyzing bid proposals, determining best value for the agency, and negotiating with vendors for best prices and terms. Collecting and analyzing complex data, evaluating information and systems, and drawing logical conclusions. Managing, organizing, and motivating staff to meet productivity and quality goals and objectives. Planning, organizing, and prioritizing work assignments to manage a highvolume workload in a fast-paced and changing environment, meeting frequent and/or multiple deadlines, and managing conflicting priorities and demands. Using a computer in a Windows environment with Microsoft Office word processing, spreadsheet, and other business software, including accurately entering alpha/numeric data. Effective verbal and written communication, including writing detailed bid specifications, contracts, other purchasing documents, and correspondence. Providing quality customer service. Ability to: Establish and maintain harmonious working relationships with co-workers, agency staff, vendors, contractors, and other external contacts. Work effectively in a professional team environment. Physical Requirements and/or Working Conditions

5 Work is performed in a standard office environment and requires: normal cognitive abilities including the ability to learn, recall, and apply certain practices and policies; marginal or corrected visual and auditory requirements; constant use of personal computers, copiers, printers, and telephones; the ability to move about the office to access file cabinets and office machinery; frequent sitting and/or remaining in a stationary position; and the ability to work under deadlines, individually and as a team member, and in direct contact with others. Workforce Expectations Must be able to: regularly, reliably, and punctually attend work; work extended hours as necessary; travel occasionally for work assignments and trainings; show flexibility and adaptability toward changes in assignments and work schedules; adhere to the agency s internal management policies and procedures; and exhibit work behaviors consistent with agency core values. TO APPLY: Submit an online application at governmentjobs.com by 5:00 p.m. on the closing date. Applications will be screened for minimum qualifications. Skill demonstrations or work simulations may be part of the selection process. Top candidates will be contacted for further consideration. Finalists who document college/university or special coursework to meet the minimum qualifications will be required to submit copies of transcripts or diplomas at the time of interview. Only internal applicants and applicants who are interviewed will receive notification of application results. Please contact Human Resources if you require accommodation during the application process. Please Note: The application, resume, and any other accompanying documentation may be subject to disclosure by TRS upon receipt of a request under the Texas Public Information Act. Due to the nature of TRS business a criminal background investigation will be conducted prior to an offer of employment. The State of Texas requires all male candidates ages 18 to 25 to show proof of selective service registration (or exemption) upon hire. The U.S. Immigration Reform and Control Act of 1986 requires new employees to present proof of identity and eligibility to work in the United States. For detailed information about the benefits of working at TRS, view the employee benefits page.

6 TRS is committed to the principles of equal employment opportunity and workforce diversity. Veterans, Reservists or Guardsmen: the Teacher Retirement System of Texas recognizes the contributions and values of our veterans. Those Veterans, Reservists or Guardsmen meeting the minimum qualifications and experience are highly encouraged to apply. APPLICATIONS MAY BE FILED ONLINE AT: governmentjobs.com 1000 Red River Street Austin, TX Position # PURCHASING AND CONTRACTS MANAGER (1604/MANAGER V/B26/EXEMPT) ME Purchasing and Contracts Manager (1604/Manager V/B26/Exempt) Supplemental Questionnaire * 1. Do you have a bachelor's degree from an accredited college or university? Yes No * 2. Do you have (4) years of experience leading, supervising, or managing professional staff? Yes No * 3. Do you have (6) years of full-time progressively responsible purchasing or contract management experience in a State of Texas agency? Yes No * 4. Please select the following certifications that you currently have and are maintaining. CTPM (Certified Texas Procurement Manager) CTCM (Certified Texas Contract Manager) CPPB (Certified Professional Public Buyer) CPPO (Certified Public Purchasing Officer) None * 5. Please select the following formal solicitation processes that you have played a key role in. RFP (Request for Proposal) RFO (Request for Offer) RFQ (Request for Quotation) RFI (Request for Information) IFB (Invitation for Bid) None * 6. Briefly describe your experience analyzing bid proposals, determining best value for the agency, and negotiating with vendors for best prices and terms. * 7. Briefly describe your experience managing, organizing, developing, and motivating staff to meet productivity and quality goals and objectives in a highvolume, fast-paced, and changing environment.

7 * 8. Briefly describe your experience, if any, developing and implementing an accounting, financial, or ERP system. * Required Question

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