Assistant Office Director

Exempt; full-time; 40 hours per week; 7:30 a.m. - 4:30 p.m.; partial telework may be available in accordance with Division policies; full benefits

This position supports the management and oversight of the Office of Procurement and Contracting for Frederick County operations, ensuring the efficient and ethical procurement of goods, services, and construction across all departments and agencies. The position supervises and develops professional staff, leads fiscal year-end and month-end closing activities, and serves as subject matter expert for the County’s procurement system. The incumbent represents the County in negotiations, committees, and oversight functions, and acts in the absence of the Director to ensure continuity of leadership.

NOTE: Please note that the upper pay range reflected in the job posting reflects possible wage rates for internal County transfers and promotions, which are calculated per County policy.  For external hires, offers are made at the base wage rate.

Frederick County Government values the principles of diversity and inclusion, and strives to ensure equal opportunities for its workforce, applicants and community members.  If you are a person who wants to make a difference, give back to your community, and be a voice for change, apply to Frederick County Government today.

TOTAL COMPENSATION PACKAGE:
Frederick County offers an extensive compensation package to reflect how highly we value our employees. The following is what you can expect in your first year as a full-time benefited Frederick County Government employee.  

• 11 days of Vacation leave with increase after 2 years of employment
• 15 days of Sick leave with unlimited annual carryover
• 11 paid holidays, plus 2 additional floating holidays (10 and 11 month employees may not receive all holidays)
• Day 1 coverage of comprehensive Medical Insurance Plan options to include generous County Health Savings Account (HSA) contribution (if enrolled in the high-deductible plan). This is part of a full range of benefits including Dental, Vision, and Flexible Spending
• Employee Health Center with no or low-cost primary and urgent care
• 100% County paid 2x annual salary Group Term Life Insurance and Accidental Death & Dismemberment (AD&D) benefit
• County and Employee funded Defined Benefit Pension Plan 
  • Vesting after 5 years of service
  • Additional service credit for eligible previous public service, military service, etc.
• Work/Life balance programs include: Employee Assistance Program and Employee Wellness Program
• Generous Tuition Reimbursement Program
• Other employee-paid benefits such as Deferred Compensation Plan, Legal Resources, Supplemental Life Insurance, Critical Illness, Accident, and Hospital Indemnity Insurance, Lifetime Benefit with Long Term Care plan

NOTE: Benefited employees will accrue service and leave based on the FTE and/or hours worked per calendar year. 

For more information, visit our benefits page on the Frederick County Government job opportunities webpage.

• Analyze variances and trends to support budget development, forecasting, and corrective action recommendations
• Coordinate year-end close activities and assist with audit requests, workpapers, and responses
• Oversee month-end and fiscal year-end closing activities to ensure accurate financial reporting and compliance with applicable standards
• Manage and evaluate daily operations of the Office of Procurement and Contracting, including staff oversight, program administration, and procurement of goods and services across all departments
• Lead negotiation teams comprised of technical, legal, and fiscal participants to secure favorable contract terms and agreements
• Recommend and implement changes in procurement policies and procedures to meet evolving regulatory and operational requirements
• Identify, recruit, and pre-qualify service providers and suppliers, and prepare solicitation documents for issuance to prospective offerors and bidders
• Chair pre-bid and pre-proposal meetings, participate in site visits, receive bids, conduct openings, and coordinate distribution to evaluators
• Coordinate technical reviews and evaluations of bids, conduct bid tabulations, lead price negotiations, and prepare award recommendations
• Perform price and cost analyses of bid submittals and proposed change orders to ensure equitable pricing and compliance
• Prepare and issue purchase orders, award and administer contracts, and coordinate supplier and vendor acceptance with required approvals
• Coordinate responses to requests for clarification, resolve disputes, and address supplier and vendor performance issues
• Develop and maintain official documentation of procurement actions to ensure compliance with Federal, State, local, and County regulations
• Support business development initiatives and proposal preparation activities, including pricing determinations and supplier utilization recommendations
• Serve as a member of the Towing Oversight Committee and manage towing operations in accordance with county requirements
• Serve as subject matter expert for the INFOR system by providing technical support for procurement cards, purchase orders, requisitions, and contract management
• Serve in the absence of the Director to ensure continuity of leadership and decision-making
• Perform other related duties as required

To perform this job successfully, an employee must be able to perform all essential functions satisfactorily. Any employee's position may not be assigned all functions or equipment listed above, and the examples may not cover all functions or equipment that may be assigned. Reasonable accommodations may be provided to enable individuals with disabilities to perform their essential functions.

The qualifications/requirements, knowledge/skills/abilities and physical requirements or working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Bachelor’s degree in business administration, supply chain management, public administration, or a related field
• Minimum of 7 years of experience in procurement, contract administration, or purchasing
• Minimum of 3 years of experience supervising or managing staff
• Current Professional Public Buyer (CPPB) Certification 

Substitutions for the above-listed required education and experience are a Master’s Degree with 5 years experience as described above with at least 2 years experience supervising or managing staff.

KNOWLEDGE, SKILLS AND ABILITIES

A successful incumbent operating in this role displays the following:

• Advanced knowledge of procurement processes, policies, and procedures
• Advanced knowledge of procurement fiscal matters
• Advanced knowledge of the County’s procurement system
• Knowledge of Public Procurement policy and procedures 
• Knowledge of administrative principles 
• Knowledge of laws, regulations, and requirements regarding procurement and contracting, along with Frederick County standards, specifications, and contracts, submittal procedures, etc. 
• Advanced knowledge of purchasing principles, methods, and practices 
• Skill in organization and time management
• Skill in supervision of employees 
• Skill in research and technical writing 
• Skill in oral and written communication
• Skill in pre-bid and pre-proposal bids and distribution
• Skill in customer service
• Ability to maintain effective working relations with team members, the general public, contractors/ vendors/ suppliers 
• Ability to learn multiple technology platforms 
• Ability to manage multiple issues and perform follow-up 
• Ability to develop, evaluate, propose, and implement goals for the Office of Procurement and Contracting

PREFERENCE MAY BE GIVEN FOR:

• Experience using INFOR Lawson
• Experience using OpenGov
• Experience working with Engineers Joint Contract Documents Committee (EJCDC) documents
• Experience in public-sector procurement and contracting

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

• While working in this position, the employee is required to consistently sit
• While working in this position, the employee is required to consistently work indoors

• Failure to meet or maintain the minimum qualifications or additional requirements may result in disciplinary action up to and including termination

1. An evaluation of training and qualifications
2. One or more interviews