2E09
PAY RANGE: N21
PROCUREMENT OPERATIONS SUPPORT MANAGER
(Bid Processing)
(Inventory Control)
GENERAL DEFINITION
This is second supervisory level procurement work that plans, directs, coordinates, evaluates and reviews activities in the City’s central procurement agency. The employee in the (Bid Processing) specialty is responsible for directing the development, coordination, compilation, and review of contracts, bids, requests for proposals, and purchase orders and monitoring the progress of these documents through the procurement process. The employee in the Inventory Control specialty is responsible for directing the inventory control, surplus property disposal and purchase inspection activities for the City’s central procurement agency. The employee is responsible for investigating and making recommendations for due resolution of problems regarding bid process, purchase orders, and disputes contractors may have with the City or Department of Commerce Division of Aviation. Significant to the work is providing information via written or electronic means to encourage participation of vendors in the procurement of goods and services. The employee reports to an administrative superior.
ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)
1. Only one position in the Procurement Department and in the Commerce Department Division of Aviation will be allocated to the Bid Processing specialty of this class.
2. Only one position in the Inventory Control specialty will be allocated to this class.
3. The position in the Bid Processing specialty must be a second-level supervisor with responsibility for directing the review of contracts, bids, requests for proposals, and purchase orders, the development of contracts, and administering a program promoting participation by private contractors.
4. The position in the Inventory Control specialty must be responsible for directing the inventory control, surplus property disposal and purchase inspection activities for the City’s central procurement agency.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
BOTH SPECIALTIES
Plans, directs, coordinates, evaluates and reviews the work of technical and clerical staff performing a variety of procurement related activities in the area of specialization; orients and trains employees in principles, practices, procedures, and appropriate rules and regulations; reviews and evaluates performance and activities for achieving qualitative and quantitative goals and objectives within specified time frames; provides technical guidance to staff; reviews and modifies methodology, procedures, and processes.
Performs related work as required.
BID PROCESSING SPECIALTY
Directs through subordinate supervisors a clerical staff engaged in the review, processing, and monitoring of contracts, bids, request for proposals (RFPs), purchase orders, and other documents through the City's procurement process; establishes procedures, sets priorities and production standards and organizes the flow of work to assure the orderly procurement of goods and services city wide; compares contracts with the awarded bids and sends the vendors a list for compliance.
Directs the development of contracts; interfaces with Risk Management and the Law Department to ensure contract compliance with City regulations and standards and any changes to regulations and standards are captured in the document templates.
Monitors the functions of assigned units, makes recommendations concerning the procedural changes to improve the volume and quality of the workflow; ensures that all units meet their deadlines.
Supervises through subordinate supervisors the processing and scheduling of requisitions received from departments, to the public bid or RFP openings; inspects all documents to ensure completion; directs the scheduling of pre‑bid conferences and public bid openings at which a representative of the Controller’s Office is present; oversees the process of accepting deposits, making deposits in the bank, and sending copies of those transactions utilizing the appropriate account codes to the Treasurer's Office.
Consults with suppliers, buyers, inspectors, and department personnel on problems; investigates claims with Procurement Technicians and departments when contractors or vendors fail to provide services or materials as specified; makes determinations for punitive actions and the form of such action; makes recommendations to the division on buy against action; executes buy against action when appropriate.
Develops and delegates work assignments; oversees the monitoring of contractors and amendments, expedites as needed, establishes cross training for all subordinates, develops and implements procurement training programs for interdepartmental procurement staff.
Performs related work as required.
PROCUREMENT ASSIGNMENT
Directs the provision of information to the public on the basic operation of the procurement process of the City of Philadelphia; oversees the production of a quarterly Purchase Plan and Procurement Vendor Guide; evaluates the final posting of all Citywide bids to the City’s electronic bidding system; directs through subordinate supervisors a clerical staff engaged in the collection and storage of statistical and other data and compare contracts with awarded bids; implements methods of collection and storage in computer systems; manages the rights and access to the contracts and purchasing information systems for all city employees; prepares narrative and statistical reports for superiors identifying trends or documenting action taken regarding processing contracts, bid proposals, RFPs, and purchase orders.
Attends meetings concerning bonding, insurance, forms review and retention; represents the department at business fairs; encourages minority and female owned business participation in the City procurement process.
May attend meetings with departments to review their procurement processing needs and to resolve procurement issues.
Oversees the development of programs designed to promote more active participation in the City's procurement program by smaller private contractors and minority and female owned businesses.
Manages the Master Bid Surety Program.
AIRPORT ASSIGNMENT
Directs clerical staff engaged in processing award letters and vendor notifications in departmental contract database, collecting certificates of insurance, issuance of performance bonds to the awarded vendor, submission of awarded contracts to Law Department and submission of contracts and related documents to Procurement Department; directs staff in request and preparation of contract amendments, assignments, and extensions for approval; directs staff engaged in entering price increases in purchasing information system and in requests for vendor quotes, evaluation and award of small order purchases; ensures conformance of the final contract.
Reviews and resolves purchasing request processing issues; serves as liaison with central procurement agency to resolve purchasing issues; represents the Airport at meetings and hearings.
Creates and schedules ongoing training for Airport procurement staff and end-users of purchasing database.
Assists with the preparation and management of airport purchasing administration unit’s budget; maintains records on purchases, expenditures and balances of accounts; prepares documentation for transfer of funds between accounts; reviews and approves requisition of office supplies and warehouse items.
Directs the inspections of purchased materials, supplies, equipment, services and installations to ensure conformity to City specifications and contractual agreements; ensures inspections are carried out for all manufactured equipment and materials in accordance to inspection and quality requirements of the technical specifications; reviews inspection and test reports; recommends and implements quality control, inspection and test plan improvements; follows up on non-conformity reports with staff to ensure reported deficiencies are remedied; monitors and recommends changes in ongoing contracts and renewable contracts; resolves vendor or contractor grievances and claims against suppliers.
Directs the storage, distribution, and sale of surplus, obsolete, or unserviceable City property; ensures the disposal, transfer, or sale of surplus, obsolete, or unserviceable City property are carried out in an expedited manner and in accordance with prescribed rules, regulations and procedures; reviews reports on bids received, items sold, money collected and number for sales; continually improves operational methods to maximize the remaining value from assets, thus maximizing the revenue returned to all participating entities.
Enforces prescribed standards and develops procedures for inventory control in city agencies; reviews current methods of inventory operations; makes recommendations for inventory practices; discusses recommendations with departmental officials; implements recommendations and monitors the progress.
Reviews and analyzes inventory records to ascertain that materials, supplies and personal property are utilized in compliance with the prescribed standards and procedures; consults with departmental officials in an effort to alleviate shortages.
Supervises subordinate personnel engaged in the investigation of inventory data discrepancies; investigates inventory discrepancies; develops resolutions to inventory discrepancies.
Assists with training seminars for administrative and stores personnel on inventory management and control procedures; addresses common and specialized inventory problems and develops resolutions for administrative and stores personnel, or other city employees.
Reviews inventory reports from city agencies; reviews methods of control where inventory losses are significant; makes recommendations for tightening controls in order to provide for more accurate accounting for inventory items.
Oversees staff responsible for the inventory totals for city wide purchases of materials and supplies and personal property inventory; the preparation of fiscal year-end inventory reports for all city departments; may visit field sites to recommend alternative inventory practices.
Prepares detailed reports of activities, incidents and proposed solutions; recommends and implements procedures.
Performs related work as required.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
KNOWLEDGE OF:
BOTH SPECIALTIES
· The Philadelphia Home Rule Charter as it relates to the procurement process
· City laws, rules and regulations governing the purchase of municipal commodities
· the practices, methods and procedures used in public procurement
supervisory methods and techniques
· project management and scheduling techniques related to procurement operations functions
· standard software for word processing, database management and preparation of reports
BID PROCESSING SPECIALTY
· the City's buying, bidding, bonding and insurance processes and procedures
•
• methods of disseminating information to the public regarding the procurement process and the facilities and media available for this purpose
• public relations principles and practices
INVENTORY CONTROL SPECIALTY
· standards, practices, and techniques utilized in the inspection and market pricing of various materials, supplies, equipment, installation and services
· the methods and procedures used in the sale, transfer and exchange of surplus, obsolete and unserviceable property
· inventory record keeping procedures
· • accounting procedures and principles as related to inventory control
SKILL IN:
• the presentation of public procurement information
• the use of the English language
• coordinating complex clerical operations in the area of specialization
• analyzing and resolving complex procedural problems relating to the procurement process in the area of specialization
ABILITY TO:
BID PROCESSING SPECIALTY
• supervise through subordinate supervisors a clerical staff engaged in preparing and processing contracts and bids, and performing other clerical duties
INVENTORY CONTROL SPECIALTY
· effectively implement a city-wide inventory control, inspection and surplus property disposal program
· supervise subordinate technical and clerical staff in a city-wide inventory control program.
BOTH SPECIALTIES
· establish and maintain effective working relationships with associates, vendors and the public
· learn and interpret a variety of guidelines, regulations and policies guidelines governing the purchase of municipal commodities or public contract awards
· understand the fundamentals of computer technology and ability to work with various software applications
• gather, analyze, and communicate facts in relation to resolving procurement processing.
• prepare reports and make recommendations
• exercise judgment in response to questions involving the aspects of public procurement processes and practices
• express ideas effectively both orally and in writing
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 01/20.)
BOTH SPECIALTIES
EDUCATION:
Completion of an associate’s degree program at an accredited college or university.
AND
GENERAL EXPERIENCE:
BID PROCESSING SPECIALTY
Two years of experience in the procurement bid processing and contract processing function or promoting participation by vendors in a public procurement program.
AND
SPECIFIC EXPERIENCE:
Four years of experience supervising one of the above listed functions.
INVENTORY CONTROL SPECIALTY
AND
GENERAL EXPERIENCE:
AND
SPECIFIC EXPERIENCE:
Two years of experience as a Procurement Special Services Supervisor administering the city-wide inspections effort of City purchased general commodities, services, materials supplies, food and food services to ensure conformity to City specifications and contractual agreements.
NOTE: Completion of a bachelor’s degree program at an accredited college or university satisfies the General Experience requirement.
OR
Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources Department that has included the specific experience described above.
PHYSICAL AND MEDICAL REQUIREMENTS
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
Class Established: 8/90
Spec Revision:
CSC – 4/06
Ad Board – 6/06
Spec. Revision:
CSC – 12/15; Ad. Board – 12/15
CSC – 1/18; Ad. Board – 2/18
Spec. Revision:
CSC – 7/18
Ad. Board – 8/18
Latest Spec. Revision:
CSC – 12/19
Ad. Board – 01/20
Change in pay rate:
CSC – 2/24
Ad. Board – 4/24
JL