Division Manager, Purchasing and Contracts MC

Salary : $78,041.60 - $97,552.00 Annually
Location : City Hall (3200 Civic Center Circle NE)
Job Type: Full Time MC
Job Number: 2025-00020
Department: Financial Services
Division: Purchasing
Opening Date: 02/12/2025

Position Summary
The Purchasing and Contracts Division Manager is responsible for managing the City's procurement in conformance with local, state, and federal laws and regulations, and accepted government procurement practices. Oversee and manage all contract activity including developing and maintaining contract policies and standards, contract negotiations including costs and terms and conditions, contract tracking, compliance and performance, identifying and resolving contract changes, and ensuring proper contract invoicing and payment compliance. Participates in development of Financial Services Department goals, objectives and strategies for departmental progress.

Education, Training, Experience, Certifications, Licenses and Registrations
Education / higher education: Bachelor's Degree

For required college degrees, applicable field(s) of study: Business or public administration, general management, accounting, or directly related discipline.

Minimum number of years of directly related experience: Four years directly related experience in government procurement or contracting. In lieu of a degree incumbent must possess eight years of relevant experience.

Education and/or experience preferences: Supervisory experience preferred.
Driver's License requirement: Infrequent Driver -- Regular Driver's License Required Endorsements: None

Note -- For any driver, driving record must always meet City driving and insurability standards.

Required certifications, licenses or registrations: NM Chief Procurement Officer Certification or ability to obtain within one year after employment; Certified Professional Public Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) preferred.

Preferred certifications, licenses or registrations: N/A

Knowledge, Skills and Abilities
Knowledge: Government purchasing principles and procedures, purchasing and contract law, and the State Procurement Code.

Skills: Must be able to type rapidly and accurately enough to successfully produce documents/spreadsheets, communicate via e-mail, or perform data entry as necessary to accomplish the essential functions of the position. Use of technology, equipment and software typically used in the office environment. Read and understand specifications for bids and proposals and negotiate service and equipment/supply contracts; Read, analyze, and interpret professional scientific and technical journals, financial reports, and legal documents that apply to the work; Write reports and memoranda that conform to prescribed style and format; Apply math and statistics to the work.

Abilities: Respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Effectively present information to top management, public groups, and/or boards and commissions. Define problems, collect data, establish facts, and draw valid conclusions. Research a variety of goods and services as well as suppliers/vendors to advise departments and City management on procurement of same. Interpret an extensive variety of technical instructions and deal with several abstract and concrete variables.

Interaction with Groups/Agencies/Entities: Internal: Works with other managers on interdepartmental issues and special projects that may have a moderate impact on continuous provision of city services. Maintains harmonious, courteous, and understanding relationships, while fostering a collaborative teamwork environment. External: Works with members of the business community, other government agencies, and with community organizations to procure services and equipment/supplies in a timely manner. Presents a friendly, courteous image for the City to the general public, customers, and public officials.

Essential Functions
The following functions are typical for this position. The omission of specific functions does not exclude them if the work is similar, related or a logical assignment for this position. Other duties may be required and assigned.

• Assigns and supervises activities of purchasing staff, ensuring adherence to established policies, procedures and standards; assists and advises subordinates, as necessary, resolving problems as routine and non-routine situations arise. Establishes staff performance goals and objectives, provides guidance and training, and makes recommendations for personnel matters affecting subordinates, including recruiting, interviewing, hiring, training, assigning, scheduling, granting leave, appraising and disciplining, etc., submitting such records and reports as required by City management.
• Manage all purchasing functions, including interpreting and enforcing Federal, State and City Procurement Codes, Purchasing Policies and Procedures, and manages the daily purchasing activity for all City departments, approves all purchase requisitions, IFB's, and RFPs.
• Manage City Purchase Card Program. Perform monthly new card holder training and departmental training as requested by user departments to ensure compliance with the City's Purchase Card Policy. Perform bi-monthly informal audits on usage to ensure proper accounts are used and purchases are compliant with all policies. Administer infraction notices, conduct training if required for infractions, and inactivate Purchase Cards if cardholder is deemed unable to properly use the City Purchase Card.
• Manage account funds, project numbers, and user access on Wells Fargo Commercial Card website.
• Prepares annual budget proposal for the Purchasing Division, including analyzing past expenditures to determine needs; administers approved budgets, monitoring expenditures to ensure payments are made from proper accounts; implements policy and procedure recommendations made by outside auditors.
• Answers questions, provides guidance and ensures compliance on Procurement Code procedures, contracts, IFB's, RFP's, regulations, policies and procedures to the City Manager, department directors, managers, supervisors and other City staff.
• Interacts with vendor community on product or service information, prices, availability, delivery and other related topics.
• Reviews and analyzes Federal law and regulatory guidance, New Mexico State statutes and regulatory guidance and best practices to makes recommendations for amendments to the City's procurement code.
• Develops purchasing and related policies in accordance with Federal requirements, New Mexico general statutes and City of Rio Rancho Ordinances; prepares purchasing procedures from established policy; and establishes internal office procedures for the purchasing division.
• Develops and prepares Agenda Briefing Memorandum and Resolutions for Purchasing and Contracts Division.
• Conducts special surveys and/or projects of purchasing needs for the City and negotiates discounts.
• Prepares schedules for and provides documents and assistance to the City's external auditors and Accounting Division Manager in conjunction with the City's annual independent audit.
• Acts as the primary interface between the City and certain contractors during the bid/RFP/IFB process.
• Oversees and manages all contract activity including developing and maintaining contract policies and standards, contract negotiations including costs and terms and conditions (in concert with the City Attorney's Office), contract tracking, compliance and performance, identifying and resolving contract changes, and ensuring proper contract invoicing and payment compliance.
• Interfaces with vendors to achieve conflict resolution. Investigates claims where vendors fail to provide services or materials as specified and recommends action. Discusses defective or unacceptable goods or services with inspection or quality control personnel, users, vendors, and others to determine source of trouble and take corrective action.
• Ensures that all contract deliverables are coordinated and documented in the master contract file.
• Assures that contracts comply with local, state and federal laws and proper applications of New Mexico gross receipts tax.
• Supports, assists, and provides advice to project managers and departments during the preparation of all contracts with particular emphasis on technical and financial performance risk related to the type of contract. Advises departments of decisions regarding contract type, special contract provisions and proposed price, including their impact on financial and performance risk and flexibility or performance provisions which may affect technical performance or cost.
• Communicates regularly with the department to stay abreast of the contract activity and to ensure continuing compliance with all provisions of the contract. Identifies and resolves contract changes. Participates in project reviews.
• Ensures adequate budget appropriations are in place for requested contract amounts.
• Prepare quarterly contract reports for Governing Body review.
• Oversee and manage vendor maintenance within the financial system.
• Oversee and manage issuance of Non-Taxable Certificates (NTTC) online.
• Prepare end of fiscal year reports to ensure encumbrances are balanced prior to close of fiscal year. Work with user departments to final payments and contract closeout.
• Oversee administration of City cell phone account to include issuance of new cell phones, replacement phones and plan management.
• Conduct trainings as needed for user departments for the use of purchasing module for the issuance of purchase orders, receipting of invoices and budget information.
• Member of Financial Services Department management team participating in development of departmental goals, objectives and strategies for departmental progress.
• Assists the Department Director and other Divisions within the Financial Services Department as necessary.

To view a summary of benefits offered by the City of Rio Rancho
01

Do you have a Bachelor's Degree in Business or public administration, general management, accounting, or directly related discipline? If you certify you have a degree, your transcripts must be uploaded showing degree and date awarded.

• Yes
• No

02

Do you have four years directly related experience in government procurement or contracting? In lieu of a degree incumbent must possess eight years of relevant experience.

• Yes
• No

03

Do you have a NM Chief Procurement Officer Certification (CPO) ? OR can you obtain within one year after employment? ( Must be attached )

• Yes
• No

Required Question