Administrative Services Supervisor

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This is an EXCITING time to Join the City of Richmond! We are committed to nurturing talent fostering growth opportunities and building strong connections within our workforce. As we continue to make strides to becoming the employer of choice we are thrilled about the below employee benefit enhancements:

• Virginia Retirement System (VRS)
• Language Incentive
• Referral Bonus
• Tuition Assistance Program

The City of Richmond Police Departmentis seeking an experienced Administrative Services Manager to join the Business Services unit. This role is a key leader responsible for managing the procurement of goods and services and accounts payable activities for the Richmond Police Department. The incumbent will ensure the smooth execution of procurement strategies accounts payable functions compliance with relevant laws and policies and deliver efficient support to the department.

• Manage all department procurement activities such as contract administration including modifications change orders contract renewals extensions closeouts and staff supervision.

• Review execute and negotiate contracts and purchase orders ensuring they comply with legal and organizational standards.

• Ensure all procurement actions adhere to city policies as well as federal state and local laws and regulations.

• Provide expert guidance on procurement needs offering technical assistance to department divisions for goods and services.

• Manage the RFQ and RFP processes for sourcing materials goods and services including identifying potential suppliers and analyzing responses for pricing.

• Coordinate with the City of Richmond Department of Procurement Services to research products and vendors to assess market trends price fluctuations and potential risks using this information to guide departmental procurement decisions.

• Design and deliver training on procurement policies and procedures and mentoring department employees.

• Create detailed specifications and pricing matrices for procurement ensuring a fair and transparent evaluation and selection process.

• Develop write and modify departmental operating policies and procedures related to procurement ensuring compliance with City regulations.

• Collaborate with staff other agencies vendors and the general public to fulfill procurement needs.

• Maintain accurate records and documentation of procurement activities.

• Generate reports presentations and debriefings on procurement activities and communicate findings to stakeholders.

• Guide and support the evaluation of complex high-profile procurements helping to determine solicitation methods.

• Other duties as assigned.

MINIMUM TRAINING AND EXPERIENCE:

• Bachelors degree in business administration finance or directly related field
• 4 years of professional procurement experience including experience with large complex purchases and contract administration preferably in the public sector
• Experience with Oracle ERP solution
• 4 years of supervisory experience in directly related field
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification

• Current Certified Public Procurement Officer (CPPO) Certified Purchasing Manager (CPM) Virginia Contracting Officer (VCO) or Virginia Contracting Master Officer (VCM) certification is preferred.

• Accounts Payables/Receivables
• Data analysis
• Budget planning
• Rules regulations and federal/state/local laws in area of focus
• Purchasing and procurement best practices
• Strategic Planning
• Inventory Management
• Public relations strategies

• Written and Oral communication
• Basic math skills
• Supervising employees
• Microsoft Office Suite (including Outlook Excel etc.)
• Composing and distributing various reports and presentations
• Using Enterprise Resource Planning software
• Tracking expenditures

• Identify problems and implement solutions
• Work in a timely manner
• Streamline processes
• Work closely with both internal and external departments and stakeholders
• Set goals and deadlines
• Prioritize tasks

ENVIRONMENTAL HAZARDS:Working conditions may include exposure to travel to other locations within the City of Richmond as well as outside of the City of Richmond; exposure to hazardous physical conditions such as mechanical parts electrical currents vibrations etc.; atmospheric conditions such as fumes odors dusts gases and poor ventilation; inadequate lighting; intense noise; and environmental hazards such as disruptive people imminent danger and a threatening environment.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT:Due to the nature of work assignments incumbents must be able to perform detailed work on multiple concurrent tasks with frequent interruptions and under time constraint. While performing the essential duties of this job the employee is regularly required to reach extending hands and arms in any direction stand push pull lift finger (picking pinching or otherwise working primarily with fingers) grasp applying pressure to an object with fingers or palms talk see and hear. The employee is frequently required to climb balance stoop crouch crawl walk feel and use substantial repetitive motions of the wrists hands and fingers. In terms of the physical strength to perform the essential duties this classification is considered to be sedentary exerting up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job. Prospective and current employees are invited to discuss accommodations.

Equal Employment Opportunity Statement

The City of Richmond provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws.

The City of Richmond is committed to the full inclusion of all qualified individuals. As part of this commitment the City of Richmond will ensure that persons with disabilities are provided with reasonable accommodations. If you require reasonable accommodations under the Americans with Disabilities Act (ADA) to participate in the job application and/or the interview process please contact Jessica McKenzie Human Resources Manager by email at .

This policy applies to all terms and conditions of employment including recruitment hiring placement promotion termination layoff transfer leaves of absence compensation and training.

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