JOB SUMMARY The Manager, Contract Operations & Purchasing is responsible for the oversight and management of core contract administration and operational activities such as staff trainings, systems management and oversight, monthly board approval of contracts, and management of tools, templates and manuals. S/he is also responsible for driving business process improvement efforts for internal processes, protocols, and policies in partnership with the Manager, Contract Compliance. S/he is responsible for developing, centralizing and executing on First 5 LA’s purchasing systems and processes. S/he will also provide direction and guidance to staff to support the management of a portfolio of contracts as assigned, including a capital improvement project for First 5 LA’s facility.
ESSENTIAL DUTIES & RESPONSIBILITIES The Contract Compliance Officer should visibly demonstrate the adopted organizational values of collaboration, integrity, learning and Diversity, Equity, and Inclusion (DEI) in the execution of their key areas of responsibility.
Key Areas of Responsibility:
Business process improvement
Supervision of direct reports and talent development
Creates and strengthens internal procurement and contracting processes and refines protocols, policies, and templates
Analyzes effectiveness of existing business processes to measure, monitor and track compliance
Identifies areas of vulnerability and gaps in related processes, policies, and protocols
Drives operational excellence using process improvement methodologies in alignment with overall organizational goals
Works across departments/divisions to understand the operational business needs to drive continuous quality improvement in policies and processes from the Department
Develops and conducts training related to policies, processes, and operations of the department
Oversees and manages department driven systems, manuals and templates
Contract Administration & Management
Provides contract management support and guidance for a portfolio of contracts as assigned
Drafts moderate to complex, non-routine contractual instruments and provisions in collaboration with legal when needed
Ensures that contractor/ grantee records are managed and filed according to policy and that electronic files are in compliance with internal requirements
Facilitates department and inter-departmental coordination and information sharing on relevant issues
Works effectively across all divisions to develop, manage and lead organizational purchasing policies, procedures, standards, and strategies in order to ensure organizational efficiency, process transparency, fairness, and impartiality
Coordinates annual purchase planning with finance/budget/accounting staff
Identifies and implements appropriate systems, processes and controls for purchasing
Creates processes for inventory management
Identifies and develops training opportunities for staff once purchasing systems and processes are in place
Plans, organizes, directs, manages, and evaluates purchasing activities
Tracks and reports key functional metrics to reduce expenses and improve efficiency and effectiveness
Crafts negotiation strategies and closes deal with optimal terms
Seeks and partners with reliable vendors and suppliers
Oversees the proposal, bidding, and negotiation process for goods and services under purchasing
Complies with and maintains knowledge of applicable rules, regulations, and standards
Ensures all purchasing activities support and strengthen the strategic objectives of the overall organization
Staff Supervision and Talent Development
Monitors staff performance and provides ongoing performance feedback
Develops, coaches and supervises Department staff consistent with values and competencies required for successful job growth and development
Supports the organization’s commitment to diversity and inclusion, and values a diversity of perspectives
Adheres to policies and procedures to ensure alignment with State regulations, local ordinances and First 5 LA directives
Keeps apprised of all laws, regulations, statutes, rules and policies affecting First 5 LA and Proposition 10
Supervises contractors and consultants, as needed
Collaborates both internally and with external stakeholders to capture, synthesize and share learning and knowledge outcomes from the ongoing execution of all activities as necessary
Other duties and responsibilities may be assigned. The duties and responsibilities listed are designed to provide typical examples of the work performed; not all duties and responsibilities assigned are included here, nor is it expected that all similar positions will be assigned every duty and responsibility.
Knowledge, Skills & Abilities:
Commitment to organizational mission and values: Mission-driven and self-directed, with a demonstrated passion for First 5 LA’s work to strengthen families and improve child outcomes; strives to model organizational values through daily actions and behaviors
Possesses customer-focused mindset: Is able to identify appropriate and relevant stakeholders; identifies internal and external stakeholders needs (customers); is responsive to stakeholder needs, considers impact when making recommendations
Collaborative: Collaborates with peers to drive results in alignment with organizational and operational goals in support of the organization’s mission; is able to work in cross-functional teams; is able to establish and maintain effective working relationships with co-workers, public officials and the general public
Communicates effectively: Communicates effectively both written and oral; strong presentation skills; demonstrates ability to develop and deliver relevant and appropriate communications; delivers messages in a direct manner; able to tailor messages appropriately to various audiences
Demonstrates integrity and judgment: Follows through on commitments letting others know of his/her true intentions; ensures decision-making or recommendations are fact-based and others understand the decision/recommendation before moving forward; considers the relative costs and benefits of potential actions to choose the most appropriate one
Demonstrates critical thinking: Applies critical thinking, logic and reasoning to analyze complex problems and information; identifies relative strengths and weaknesses of options, solutions or approaches
Demonstrates strategic thinking: Identifies key issues and relationships relevant to achieving long range goals or vision; develops alternatives based on logical assumptions, facts, available resources, constraints, and organizational values to develop a point of view on a course of action to accomplish goals; develops priorities with the right balance of short and long-term wins
Job Specific Competencies
Role Specific Content: Ability to negotiate contractual terms and conditions; comprehensive knowledge of purchasing systems, procedures and practices; strong negotiation skills; understanding of contract types and how they are used; understanding of process improvement methodologies; familiarity with sourcing and vendor management; ability to gather and analyze data and to work with figures
Content Knowledge:Competent in required job skills and knowledge; ability to learn and apply new skills; ability to learn how to operate new systems quickly; demonstrated ability to set priorities, establish clear expectations and execute identified projects; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; knows how to use technology tools to effectively manage and expedite processes; uses resources effectively
Planning and Organization /Project Management: Works in an organized manner with strong attention to detail; prioritizes and plans work activities; ability to effectively manage overlapping projects and deadlines; ability to work under pressure, meet deadlines and adjust to changing priorities; uses time efficiently; plans for additional resources; integrates changes smoothly; sets goals and objectives; ability to manage high performance projects
Managing People: Provides direction and gains compliance; takes responsibility for subordinates’ activities; makes self available to subordinates; develops subordinates skills and encourages growth; provides regular performance feedback; encourages open communications; uses negotiation skills to resolve conflict; strong influencing and relationship skills; experience in managing high performance teams
Minimum of five years of experience in purchasing or operations and contract management preferred
Minimum of three years of staff supervision preferred
Experience working for a public agency, foundation, an organization managing public funds, or grant making entity preferred
Bachelor’s degree from an accredited college or university in business, contract management or a related field preferred
Carries out supervisory responsibilities by the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems
Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
Ability to use widely supported Internet browsers
Certificates, Licenses and Registrations:
Certification in contracts management, procurement, purchasing, or project management preferred
Valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions
Valid automobile liability insurance
This position occasionally requires travel locally, statewide and nationally as needed
PHYSICAL REQUIREMENTS / WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee will sit, talk, hear and use hands up to 2/3 of the time. The employee will stand and walk up to 1/3 of the time. The employee is occassionally required to carry and/or lift up to 30 pounds.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
About First 5 LA
First 5 LA believes the case is clear that policy makers must prioritize young children in policy and budget decisions – because our future success as a state depends upon it. Nearly half of the state’s children live in, or near, poverty. California is first in per prisoner spending, but 46th in per pupil spending in education. California continues to prioritize spending on programs for residents when problems are most acute – treatment services, child welfare, incarceration, school remediation – and lags the country and the world in spending on access to proven prevention programs like quality early learning and home visiting programs for new parents.
The impacts of ignoring our children are clear: statewide, only 45 percent of third graders read at grade level and child care can cost parents as much as in-state college tuition at the University of California. It will take grit by decision makers and elected officials to address these challenges.
First 5 LA, as part of the network of First 5s throughout the state, will help by sharing what we have learned since our inception, by bringing parents, community members, and diverse partners together to help create lasting solutio...ns, and by advocating for investments in proven early childhood systems and supports for California’s youngest children.
First 5 LA’s structure and staffing have been designed to better enable us to advance our goals and focus on those policies and resources that will yield the greatest benefits for kids in L.A. County. Our Board of Commissioners provides guidance and direction to our leadership and staff to implement our Strategic Plan.