Tuesday, October 17, 2017

Procurement Administrator

Recruitment #16-0185-01

Introduction

THIS IS A NEW ASSEMBLED EXAMINATION. The eligible list resulting from this examination will cancel any existing list and may last approximately one year, but can be extended.

Applications must be in the possession of the Human Resource Services Department by 5:00 p.m. on the Last Day for Filing. Postmarks are not accepted. Applications will only be accepted on-line.

Supplemental Questionnaire: A properly completed Supplemental Questionnaire must be submitted with each application. Applications and Supplemental Questionnaires must be in the possession of the Human Resource Services Department by 5:00 p.m. on the Last Day for Filing. Applications will only be accepted on-line. Postmarks are not accepted. Failure to submit the Application or Supplemental Questionnaire will result in disqualification.

DESCRIPTION

THE COMMUNITY

Alameda County is located on the east side of the San Francisco Bay Area. Referred to as the “East Bay”, the region has been the fastest growing group of communities in the San Francisco Bay Area for more than two decades. Alameda County is popular because of its desirable location, incredible diversity, ideal climate, broad economic base, plus its range of available housing and business opportunities.

Alameda County is one of the most culturally and ethnically diverse regions in the country offering a rich array of cultural, educational, and recreational activities, including the Oakland Museum, Chabot Space and Science Center, Oakland East Bay Symphony, and the Livermore and Tri-Valley Wine Country. Alameda County is home to the Oakland Athletics, Oakland Raiders, and Golden State Warriors. The University of California, Berkeley; and California State University, East Bay are two of several distinguished academic institutions in Northern California.



THE COUNTY OF ALAMEDA

Alameda County has a population approaching 1.6 million residents making it the second largest county in the Bay Area and the seventh largest in the State. The County encompasses 14 cities, as well as 6 unincorporated communities and rural areas that span a total of 738 square miles.

The County operates under a charter form of government and is governed by a five-member Board of Supervisors. The Board is responsible for setting policy, overseeing all County operations, approving the organization’s annual budget, and representing the County in a number of areas including its numerous special districts and regional agencies. The Board-appointed County Administrator leads a team of department heads who work collaboratively to carry out County programs and initiatives.

Alameda County employs over 9,000 employees working in 21 different agencies and departments and has an annual budget of nearly $2.7 billion. The County provides a full spectrum of services, including general government and internal services, health care, social services, public works, criminal justice, and other public safety services.

OUR MISSION AND VISION
Alameda County’s mission is to enrich the lives of its residents through visionary policies and accessible, responsive, and effective services. Our vision is to be recognized as one of the best Counties in which to live, work, and do business.

THE AGENCY AND DIVISION
Alameda County General Services Agency (GSA) provides a host of centralized services including building maintenance, procurement and contract administration, capital project management, real property and portfolio management, sustainability services, energy management, environmental and hazardous materials management, transportation services, and other countywide support services.

The Procurement Division is responsible for procuring goods and services for County agencies/departments and special districts in accordance to State laws, County Charter, and Ordinances. Procurement staff provide a variety of procurement services to departments including preparing high-volume purchase orders, drafting contracts, and conducting competitive bid solicitations for goods and services totaling approximately $300 million in annual expenditures. The Procurement Division has an annual budget of $5 million and consists of 28 full-time employees, including a Purchasing Manager, three Procurement and Contract Supervisors, and a Business Analyst.

         

THE POSITION  
Under administrative direction of the Chief Deputy of Administration, the Procurement Administrator oversees the Agency’s centralized procurement functions, services, and systems. This position develops, implements, and evaluates policies, projects, and programs allocating resources to efficiently and effectively meet the needs of its customers and achieve strategic objectives of the Agency and the County. Key responsibilities include:

• Provide leadership and administrative policy direction to the Procurement Division
• Develop and administer countywide policies, regulations, and guidelines related to purchasing and contracts
• Ensure procurement policies, procedures, and practices are in compliance with local, state, and federal regulations
• Prepare and administer the Procurement Division’s budget
• Manage and coordinate the County’s credit card program(s)
• Negotiate blanket-purchased items
• Oversee the preparation of Board letters, reports, and presentations
• Make presentations and represent the Agency before the Board and community groups

OPPORTUNITIES & CHALLENGES
Major initiatives and challenges facing the new Procurement Administrator include:

• Collaborate with County agencies and departments in the development of short-term and long-term procurement planning in order to meet countywide and departmental business needs
• Plan, develop, and evaluate policies, systems, initiatives, goals, and objectives
• Evaluate, redesign, and streamline procurement processes
• Facilitate strategic and operational planning to include business process re-engineering and development of progressive procurement programs enabling local business development and participation
• Develop, implement, and update departmental and countywide procurement training programs
• Develop strategic partnerships with community representatives, external agencies, and other organizations

THE IDEAL CANDIDATE
Alameda County General Services Agency is seeking a strong, dynamic, and engaging leader to develop and foster a collaborative and teamwork environment. The ideal candidate will be an ethical and trustworthy change agent, with the ability to lead by example and set high standards for staff. The incumbent must be comfortable working in a highly political environment and is expected to have strong political acumen and sensitivity. Additionally, the ideal candidate should embody the following experience and qualifications:

• Collaborative leader who inspires trust and empowers others
• Innovative, creative, and open to new methods and ideas
• Think clearly and strategically
• Program, policy, and procedural development and implementation experience
• Solid budget and negotiations experience
• Strong contract management skills
• Strong analytical and problem-solving skills
• Interact effectively with all levels of the organization and experience working with a diverse population
• Communicate clearly and concisely with credibility and confidence, both written and oral
• Able to identify and resolve complex and sensitive issues with diplomacy and tact Able to promote diversity and inclusion in a multicultural environment

Click here to view the recruitment brochure.

MINIMUM QUALIFICATIONS

Education: Possession of a bachelor's degree from an accredited college or university in public administration, business administration, accounting, finance, marketing, economics, purchasing, supply chain management, or in a related field. AND

EITHER I

Experience:   The equivalent of four (4) years’ experience in the class of Manager, Purchasing Division.   Completion of the Alameda County Management Academy “Management and Supervision Certificate Program” may substitute for six (6) months of the required qualifying experience.                                                                       

OR II

Experience: The equivalent of seven (7) years recent professional-level experience managing and supervising a large purchasing operation of a variety of materials, supplies, and equipment, which included budget preparation and program planning.

License: All candidates must possess a valid California Motor Vehicle Operator’s license.  

Certification:  Possession of a CPM (Certified Purchasing Manager), CPPO (Certified Public Purchasing Officer) or CPSM (Certified Professional in Supply Management) is desirable.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge, skills and abilities are related to duties listed under the "Examples of Duties" section of this specification.

Knowledge of:
  
• Business processes, practices, principals, and trends of related to procurement and contracts
• Laws, regulations, and rules related to procurement and contracts
• Principles and practices of organizational and project management
• Negotiation strategies and techniques
• Management principles and practices, including strategic work planning, employee supervision, and resource allocation
• Techniques of project management and coordination
• Evaluation methodologies, and management and data analysis
• Contract preparation, negotiation, and administration
• Principles and practices of governmental budgeting, funding and grant/contract management
• Equipment, materials, and supplies generally required by a large organization
• Value analysis competitive bidding
• Computer applications related to the work      

Ability to:
  
• Planning and organization
• Analysis and problem solving
• Decision making
• Leadership
• Negotiations
• Management control
• Budget analysis
• Oral and written communication
• Flexibility
• Adaptation to stress
• Interpersonal sensitivity

EXAMINATION COMPONENTS

The examination will consist of the following steps:

  1. A review of candidates' applications to verify possession of minimum requirements.
  2. Those candidates who possess the minimum requirements for the class will move on to the next step in the examination process; review of candidates’ Supplemental Questionnaires to select the best qualified applicants to continue in the process which may involve an interview with Bob Murray and Associates.
  3. Those candidates scoring highest on the screening for best qualified will move on to the next step in the examination process, an oral interview which will be weighted as 100% of the candidate's final examination score. The oral interview may contain situational exercises.

CANDIDATES MUST ATTAIN A QUALIFYING RATING ON EACH PORTION OF THIS EXAMINATION.

We reserve the right to make changes to the announced examination components.

Alameda County utilizes a Civil Service Selection System founded on merit. Such a system is competitive and based on broad recruitment efforts and equal opportunity for qualified applicants to test in an examination process designed to determine the qualifications, fitness and ability of competitors to perform duties of the vacant position. Many of our recruitments are targeted and specific to the needs of a current vacant position, in which case, the eligible list may be exclusively used for that current vacant position. Other recruitments may be more broadly used for both current and future vacancies, or for other alternate jobs with comparable scopes of work.

To learn more about our recruitment and selection process, please visit the “What You Need to Know” section of our website, www.acgov.org/hrs.

Selection Plan

Applicants will be informed via email with reasonable notice in advance of any examination process which will require their attendance. The following dates are tentative and subject to change based on the needs of the Agency:

TENTATIVE SELECTION PLAN

Deadline for Filing:

Friday, January 13, 2017

Review of Applications for Minimum Qualifications:

TBD

Review of Supplemental Questionnaire for Best Qualified:

TBD

Oral Examination:

TBD

*WE RESERVE THE RIGHT TO MAKE CHANGES TO THE ANNOUNCED RECRUITMENT & SELECTION PLAN*

Alameda County and the Human Resource Services Department will make reasonable efforts in the examination and/or selection process to accommodate qualified individuals with disabilities and/or medical conditions in accordance/compliance with the State Fair Employment and Housing Act (FEHA), Federal Americans with Disabilities Act (ADA) Alameda County’s Reasonable Accommodation Policy and applicable statutes. To request an accommodation due to a disability/medical condition during this or other phases of the examination/selection process, please contact the assigned Human Resources Representative listed on the job announcement before the last date of filing. Alameda County requires applicants to provide supporting documentation to substantiate a request for reasonable accommodation. In order to qualify for a reasonable accommodation, applicants must have a disability/medical condition pursuant to the ADA, FEHA and applicable statutes.

For more information regarding our Reasonable Accommodation procedures, please visit our website, www.acgov.org/hrs

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being. These benefits include but are not limited to*:

For your Health & Welfare Benefits

  • Medical – HMO & PPO Insurance
  • Dental – PPO & DHMO Insurance
  • Vision
  • Basic Life Insurance
  • Supplemental Life Insurance (with optional dependent coverage)
  • County Allowance (Employer Credit)
  • Health Flexible Spending Account
  • Dependent Care Flexible Spending Account
  • Accident, Critical Illness & Hospital Indemnity
  • Long Term Care Insurance
  • Employee Assistance Program

For your Financial Future

  • Short-term Disability Insurance
  • Long-Term Disability Insurance
  • Retirement Plan – (Defined Benefit Pension Plan)
  • Deferred Compensation Plan

For your Work/Life Balance

  • 11 paid holidays
  • Vacation and sick leave accrual
  • Vacation purchase program
  • Management Paid Leave**
  • Group Auto/Home Insurance
  • Commuter Benefits Program
  • Group Legal
  • Guaranteed Ride Home
  • Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
  • Employee Discount Program (e.g. theme parks, cell phone, etc.)
  • Child Care Resources
  • 1st United Services Credit Union

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement. This provides a brief summary of the benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.

Conclusion

All notices related to County recruitments for which you have applied will be sent/delivered via email. Please add @acgov.org and alamedacountyHR@acgov.org as accepted addresses to any email blocking or spam filtering program you may use. If you do not do this, your email blocking or spam filtering program may block receipt of the notices regarding your application for recruitments. You are also strongly advised to regularly log into your County of Alameda online application account to check for notices that may have been sent to you. All email notices that will be sent to you will also be kept in your personal online application account. You will be able to view all of your notices in your online application account by clicking on the "My applications" button on the Current Job Openings page.

Please take the steps recommended above to insure you do not miss any notices about a recruitment for which you have applied. The County of Alameda is not responsible for notices that are not read, received or accessed by any applicant for a County recruitment.

NOTE: All notices are generated through an automated email notification system. Replies to the email box alamedacountyHR@acgov.org are routed to an unmonitored mailbox. All notices are generated through an automated email notification system. Replies to the email box are routed to an unmonitored mailbox. If you have questions please go to our website at www.acgov.org/hrs. You may also contact the Human Resources Analyst listed on the job announcement for the recruitment for which you have applied.

Sam Gee, Personnel Services Manager
Human Resource Services, County of Alameda
510-267-9492

Alameda County is an Equal Opportunity Employer