Program Manager - Citywide Procurement Non-IT (Purchasing) - Finance

The Finance Department is currently seeking to fill one (1) full-time Program Manager vacancy in the Purchasing Division. If you are interested in this position, please apply (see instructions below)!

The mission of the Finance Department is to manage, protect, and report on City of San José financial resources to enhance the City’s financial condition for residents, businesses, and investors.

The Finance Department has five core divisions:

• Accounting
• Administration
• Debt & Treasury Management
• Purchasing & Risk Management
• Revenue Management

The Finance Department works in partnership with the departments of Human Resources, Information Technology, and Public Works as the City’s Strategic Support City Service Area to effectively develop, manage, and safeguard City fiscal, physical, technological, and human resources to enable and enhance the delivery of City services and projects. The Finance Department has a $27.6 million operating budget and 125 budgeted full-time equivalent (FTE) positions.

The Program Manager is a management position that reports to the Deputy Director of Finance, Purchasing & Risk Management.The typical duties of this Program Manager position include, but are not limited to:

• Direct a unit which provides services to all City departments for the procurement of products and general services
• Administration of the City’s Procurement Card (P-Card) program
• Plan, direct, review, and evaluate the work of Purchasing staff, programs, and functions
• Supervise, train, motivate, counsel, and manage staff through effective coaching
• Support departmental goals and objectives 
• Streamline processes and procedures to enhance customer service and reduce cycle times
• Partner with internal department customers to proactively address requirements, procurements, and resolve issues 
• Facilitate and manage purchase order activities 
• Oversee the preparation and issuance of Requests for Quotes (RFQs), Requests for Bids (RFBs), brand name, sole source, unique services, and cooperative agreement procurements
• Assist with procurement specification development and review 
• Develop, write, and update procedure manuals for procurement staff as needed
• Formulate and review responses to bid protests 
• Work with staff and vendors to address issues, disputes, and negotiations 
• Clearly express ideas verbally and in writing
• Perform and provide guidance on complex data and financial analysis for purchasing activities
• Prepare reports, correspondence, Council memorandums, and other purchasing-related documents 
• Serve as System Administrator for the Purchasing module of the City’s Financial Management System (FMS); identify and resolve system issues with relevant stakeholders
• Define problem areas, evaluate, recommend, and implement solutions for complex issues and problems in a collaborative manner
• Provide training to Purchasing staff and City stakeholders
• Participate in outreach events
• Work on special projects, as assigned
   

(These qualifications are typically required.  An equivalent combination of education and experience sufficient to satisfactorily perform the duties of the job may be substituted.)

Education and Experience

Bachelor’s degree in a closely related field AND five (5) years of directly-related experience, including two (2) years of supervisory experience. 

The ideal candidate will possess the most desirable combination of training, skills and experience, as demonstrated in past and current employment history.  Desirable competencies for this position include:

Job Expertise - Demonstrates knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations related to rules and principles associated with procurement in the public sector; including negotiating and managing contracts.

Leadership - Leads by example; demonstrates high ethical standards; remains visible and approachable and interacts with others on a regular basis; promotes a cooperative work environment, allowing others to learn from mistakes; provides motivational supports and direction 

Customer Service - Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor.

Initiative - Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility and challenges; pursues continuing education opportunities that promotes job performance.

Decision Making - Identifies and understands issues, problems, and opportunities; uses effective approaches for choosing a course of action or developing appropriate solutions.

Problem Solving - Approaches a situation or problem by defining the problem or issue; determining the significance of the problem; collecting information; using logic and intuition to arrive at decisions or solutions that achieve the desired outcome.

Social Awareness - Approaches a situation or problem by defining the problem or issue; determining the significance of the problem; collecting information; using logic and intuition to arrive at decisions or solutions that achieve the desired outcome.

Supervision - Sets effective long- and short-term goals based on a good understanding of management practices; establishes realistic priorities within available resources; provides motivational support; empowers others; assigns decision-making and work functions to others in an appropriate manner to maximize organizational and individual effectiveness.

Teamwork & Interpersonal Skills - Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.

Communication Skills - Effectively conveys information and expresses thoughts and facts clearly, verbally and in writing; demonstrates effective use of listening skills; displays openness to other people’s ideas and thoughts.

Selection Process: 

The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the job specific questions. Only those candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews.  You must answer all questions to be considered, or your application will be deemed incomplete and withheld from further consideration.  If you have questions about the duties of these positions, the selection or hiring processes, please contact Rebecca Hannagan at [email protected].