Procurement and Contract Manager

• Tracks and analyzes key functional metrics to reduce expenses and improve efficiencies
• Negotiates contracts and agreements with suppliers for goods and services
• Compiles Request for Proposal (RFP) and Request for Quote (RFQ) documents in collaboration with internal stakeholders
• Prepares and issues purchase orders for equipment supplies and capital assets and ensures orders are fulfilled on time
• Achieves financial objectives by working with management and staff to prepare the budget schedule expenditures analyze variances and initiate corrective actions
• Evaluates and makes recommendations regarding vendor proposals considering quality delivery and price
• Reviews purchase order requests and contracts for conformance to MCPL policy and procedures and established Federal State and Local laws
• Prepares and documents purchasing policy and procedure for a decentralized Library purchasing system. Monitors compliance and reports noncompliance to the Finance Director
• Analyzes market and delivery conditions to determine/provide present and future goods and services availability
• Responsible for vendor followup to assure timely receipt of goods in compliance with contracts and agreements
• Manages all aspects of material flow to maintain cost control and accuracy of supply inventories including procurement scheduling and delivery
• Develops and manages supplier relationships. Identify develop and manage effective relationships with existing and potential supplies of goods and services to meet the established cost quality and delivery targets
• Maintains personnel time records and job records
• Supervisecoach conduct checkins and perform evaluations for Purchasing Coordinator.
• Assists with other Financial services functions for the Library as needed
• Maintains uptodate knowledge of best practices related to the essential functions of the position

• Serve on Library Committees
• Attend external meetings or conferences

• Bachelors Degree or more than 5 years of related experience and/or training Required
• 2 years of related experience Required
• Experience with using financial software applications including purchasing order/requisition systems Required
• Experience using Office 365 applications (Word Excel Outlook) Required

• Advanced verbal written and discreet communication skills with management coworkers and the public in a clear timely and proactive manner.
• Ability to collaborate with Library leadership to effectively develop adhere to and work within the constructs of the librarys budget.
• Advanced ability to maintain effective and collaborative working relationships with multiple stakeholders.
• Reliable punctual and flexible with scheduling.
• Advanced knowledge of a public librarys mission and purpose ability to provide clear expectations and direction to manage competing priorities to evaluate quality of work and provide feedback and accountability.
• Advanced knowledge of department processes and procedures expert knowledge of Library Professional Ethics advanced knowledge of the impact of decisionmaking on MCPL and demonstrated mature judgment to make departmentlevel/system level decisions.
• Advanced proficiency in customer service skills through polite professional and collaborative interactions with internal and external customers.
• An advanced understanding of the role of MCPL leaders at all levels in creating a welcoming and respectful workplace and library for all.

• Job Knowledge
  • Understands the needs of internal customers willingness to work with the branches and community to provide the best resources
  • Knowledge of methods and techniques of research and report presentation researching benchmarking trending projecting compiling and summarizing a variety of information and statistical data materials
  • Demonstrated ability to budget track expenditures create financial reports at an advanced level
  • Knowledge of municipal government operations local State and Federal laws and ordinances rules and regulations procedures contracts basic insurance requirements construction products and supply sources
  • Working knowledge of the principles and practices of procurement materials management accounting negotiation problem solving communications specification writing and evaluations
  • Demonstrates proficiency in understanding implementing and explaining library finance related procedures and policies
  • Ability to discern areas that may require additional focus and proactively adjust workflow
• Technology including specific applications hardware and coding languages
  • Advanced knowledge of Office 365 applications including Outlook Word Excel Teams and Sharepoint necessary to perform the functions of this position at a satisfactory level
  • Advanced knowledge of Finance Purchasing and Inventory software applications
  • Experience installing/training on financial software applications
• Communication
  • Demonstrates advanced confidentiality and discretion regarding employee information and all administrative matters related to the work assigned
  • Ability to effectively communicate at an advanced level on the phone in person virtually and via email with both internal and external customers
• Financial/Mathematical
  • Intermediate knowledge of accounting and bookkeeping
  • Demonstrates proficiency in understanding and adhering to accounting standards and guidelines
  • Ability to effectively maintain financial records and reporting
• Teamwork
  • Advanced knowledge of the importance of Teamwork and collaboration within departments
  • Demonstrates advanced proficiency in the ability to maintain effective working relationships with others
  • The ability to follow directions from multiple sources within the Finance department related to their individual areas of responsibility while maintaining collaborative relationships within the Finance team as well as others systemwide exhibits satisfactory performance in this position
• Decision Making
  • Advanced knowledge of department processes and procedures are necessary to ensure proper decisionmaking
  • Demonstrates mature judgment and sound decisionmaking skills
  • Ability to modify workflows depending on daily demands obligations and tasks demonstrates a satisfactory level of performance in this position

• Possession of a valid drivers license and a reliable personal vehicle for use in carrying out the duties of this position including transportation of materials and equipment (mileage reimbursed).
• Possesses the ability to drive MCPL vehicle according to company policy.

• (Indoor) Works primarily indoors with prolonged periods of sitting at a desk working on a computer and must have a reasonable tolerance for dust mold scents allergens and communicable diseases which enables the employee to handle library materials work in older buildings and interact with coworkers and the public.

• Standing (up to 1 hour at a time)
• Walking (even ground)
• Lifting 110 pounds
• Sitting
• Receiving Communication and Instructions (vision reading hearing)
• Conveying Communication and Instructions (Speaking writing)
• Using computer data entry tools keyboard mouse touchscreen scanner

• Pushing/Pulling 110 pounds

• Pushing/Pulling 1140 pounds
• Bending/Stooping

• Standing (more than 1 hour at a time)
• Walking (variable surfaces)
• Lifting 1125 pounds
• Lifting 2640 pounds
• Lifting 40 pounds
• Pushing/Pulling 2640 pounds
• Pushing/Pulling 40 pounds
• Kneeling
• Reaching above shoulder
• Climbing stepstools
• Climbing ladders

Required Experience:

Manager