Contracts Manager

Job Description:

Contracts Manager

Description

Description

The Department:
The Purchasing Division resides in the City's Finance Department and maintains a "centralized purchasing system" that is responsible for all purchasing and contracting activities related to supplies, materials, equipment, and general and professional services. Additionally, the Purchasing Division operates a central warehouse with over 3,000 inventory items, primarily supporting the City's utilities departments. The Purchasing Division is also responsible for the disposition of surplus property and the City mailroom.

The Purchasing Division comprises 12 full-time and three as-needed staff: Purchasing Division Manager (1), Contracts Manager (4), As- Needed Contracts Manager (3), Management Analyst (1), Chief Storekeeper (1), Buyer (2), and Materials Handler (3). This position will report directly to the Purchasing Division Manager.

The Position:
The Contracts Manager role demands extensive experience in managing major solicitations and contracts, with a significant emphasis on writing. The ideal candidate will be adept at writing detailed scopes of service/statements of work in collaboration with technical teams. This position involves facilitating complex procurements and drafting and negotiating contracts with selected vendors. The ideal candidate will demonstrate independent judgment, excellent problem-solving abilities, and strong contracting and negotiation skills, overseeing the entire process from developing solicitation documents to contract execution.

The ideal candidate will have the following:

• Extensive knowledge of modern principles and procedures;
• In-depth understanding of contract documents, various solicitation methods (RFQs, RFBs, and RFPs), and contract administration;
• Proficiency in mathematics for performing computations and conducting cost and price analysis;
• Experience in preparing technical and complex specifications, investigating supply sources, and analyzing market conditions;
• Ability to read, interpret, explain and apply relevant rules, regulations, laws, policies and procedures accurately;
• Use judgment and initiative to make recommendations and resolve complex and sensitive issues; and
• Excellent communication skills to engage in procurement planning with client departments and effectively communicate purchasing policies and procedures to all City staff.

As a member of the City's Unclassified Service, this is an "at-will" position and the incumbent serves at the discretion of the City Manager.

Additional Information:
Applications must be filled out completely (e.g. do not write “see resume, NA, or personnel file.”). To receive consideration for the screening process, candidates must submit a 1) Cover Letter and, 2) Resume. Incomplete applications will not be considered.

Application packets may be submitted online through the “Apply Now” feature on the job announcement at www.santaclaraca.gov . This position is continuous or open until filled: Applications will be reviewed on a bi-weekly basis for consideration to the position, with the first review on August 16, 2024. If you are interested in applying you are encouraged to apply as soon as possible, before the position is closed.

THIS RECRUITMENT MAY BE USED TO FILL MULTIPLE POSITIONS IN THIS, OR OTHER DIVISIONS OR DEPARTMENTS BESIDES THE POSITIONS LISTED BELOW. IF YOU ARE INTERESTED IN EMPLOYMENT IN THIS CLASSIFICATION, YOU SHOULD APPLY TO ENSURE YOU ARE CONSIDERED FOR ADDITIONAL OPPORTUNITIES THAT MAY UTILIZE THE APPLICANTS FROM THIS RECRUITMENT. MEETING THE MINIMUM QUALIFICATIONS DOES NOT GUARANTEE ADMITTANCE INTO THE EXAMINATION PROCESS. ONLY THE MOST QUALIFIED CANDIDATES WHO DEMONSTRATE THE BEST COMBINATION OF QUALIFICATIONS IN RELATION TO THE REQUIREMENTS AND DUTIES OF THE POSITION WILL BE INVITED TO TEST OR INTERVIEW.

The annual salary range for this position is $154,912.44 - $200,458.44. This position will be filled at or near the minimum of the salary range.

Minimum Qualifications

EDUCATION AND EXPERIENCE
Minimum Qualifications:
• Bachelor's degree from an accredited college or university in Public or Business Administration, Economics, Accounting, Finance, Material or Supply Chain Management or closely related field; and
• Three (3) years of increasingly responsible experience facilitating large and complex procurements and negotiating, writing, and managing large and complex contracts.

Desirable Qualifications:
• Designation as a Certified Purchasing Manager (CPM), Certified Professional Public Buyer (CPPB), or Certified Public Purchasing Officer (CPPO);
• Master's degree in a closely related field; and
• Experience in the public sector.

LICENSE
Possession of a valid California Class C driver's license is required at time of application and for the duration of employment.

OTHER REQUIREMENTS
Must be able to perform all of the essential functions of the job assignment.

CONFLICT OF INTEREST
Incumbents in this position are required to file a Conflict of Interest statement upon assuming office annually, and upon leaving office, in accordance with City Manager Directive 100.
Follow this link to view the entire Class Specification, which includes more information on Typical Duties and Knowledge, Skills, and Abilities.

Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of Santa Clara will not sponsor, represent, or sign documents related to visa applications/transfers for H1B or any other type of visa which requires an employer application.

The City of Santa Clara is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of Santa Clara is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at (408) 615-2080 or HumanResources@santaclaraca.gov .

City of Santa Clara Benefit Summary Overview for Bargaining Unit #9
Miscellaneous Unclassified Management

This summary provides a brief overview of the City of Santa Clara’s benefits available to Bargaining Unit #9 employees in 2024. In the event of any conflict between the information in this summary and the applicable official plan documents, City Manager’s Directives (CMDs), Personnel and Salary Resolution, or Memorandum of Understanding (MOU), the applicable official plan documents, CMDs, Personnel and Salary Resolution, or MOU will prevail over this summary. Benefits are subject to change.

Retirement:

• Membership in the California Public Employees Retirement System (CalPERS)
  • Classic Employees: 2.7% @ age 55 formula -employee pays 8.00% of gross pay, minus $61 bi-weekly
  • New Employees: 2.0% @ age 62 formula - employee pays 7.00% of gross pay

Medicare and Social Security (FICA)

• Employee pays 6.20% up to $10,397.40(Social Security) and 1.45% (Medicare) of gross pay

Health Insurance:

• City contribution up to $2042.82/month, based on enrollment in a CalPERS health plan
• Employees electing health coverage with premiums above the City health contribution will pay additional premium costs from salary on a pre-tax basis
• Coverage is effective as early asthe first day of the monthafter date of hire
• If an employee enrolls in a plan with a premium that is less than $946.86/month, they will be paid the difference in cash
• Employees hired on or after 1/1/2023who opt-out of City-offered health insurance and provide annual attestation and acceptableproof of alternative required coverage for themselves and their tax family, if applicable, are eligible for a cash-in-lieu amount of $250/month. Contact Human Resources for more details

Dental Insurance:

• Choice of two Delta Dental plans; enrollment is mandatory
• City pays lowest cost employee only plan; additional cost is paid by employee
• Coverage is effective as early asthe first day of the monthafter date of hire

Vision Insurance:

• Choice of two VSP plans
• City pays lowest cost employee only plan; additional cost is paid by employee
• Coverage is effective as early asthe first day of the monthafter date of hire

Voluntary Employee Beneficiary Association (VEBA):

• City contributes $50.00 a month toward employee’s VEBA account
• Account funds may be used to pay for qualified medical expenses after separation from the City and after age 50 (pre-tax)

Life Insurance:

• City pays for $50,000 of Basic Life Insurance coverage
• Coverage is effective the first of the month after one calendar month of employment
• Additional optional insurance may be purchased by the employee for the employee, spouse, domestic partner, and/or dependent children

State Disability Insurance (SDI):

• Employee pays 1.1% of gross pay (includes Paid Family Leave)
• 7 day waiting period. Weekly paid leave for absences due to non-work related injuries/illnesses. Benefit is based on past earnings. Refer to edd.ca.gov for more information

Paid Family Leave (PFL):

• Up to 8 weeks of benefits within a 12-month period to care for a family member or to bond with a new child
• No waiting period. Weekly paid leave benefit. Benefit is based on past earnings. Refer to edd.ca.gov for more information

Long Term Disability (LTD) Insurance:

• Benefit is 60% of basic wage up to $13,333; max $8,000/month
• City paid benefit. City pays $.207/$100 of insured earnings
• 60 calendar day waiting period
• Coverage is effective the first of the month after one calendar month of employment

Deferred Compensation:

• Voluntary plan through Nationwide Retirement Solutions
• Employee may contribute up to the lesser of the IRS maximum or100% of gross compensation into a pre-tax 457(b) account or a post-tax Roth 457(b) account (or a combination of the two accounts) subject to IRS rules

Flexible Spending Account (IRS Section 125 Plan):

• Employee may contribute up to $3,200per year in pre-tax dollars to a health care spending account
• Employee may contribute up to $5,000 per year in pre-tax dollars to a dependent care spending account
• Employee may contribute up to $315per month in pre-tax dollars to a commuter benefit plan

Vacation:

• Vacation is accrued bi-weekly, cannot use vacation during first 6 months of City service
  • For 1 -4 years of service: 10 days (80 hours)/year
  • For 5 -9 years of service: 15 days (120 hours)/year
  • For 10 - 15 years of service: 21 days (168 hours)/year
  • For 16 - 20 years of service: 22 days (176 hours)/year
  • For 21+ years of service: 24 days (192 hours)/year

Maximum accrual is 480 hours Once per year, employees can elect to convert up to 80 hours of accrued vacation to cash to be paid out in up to two cash-outs the following calendar yearSick Leave:

• Sick leave is accrued bi-weekly for equivalent of 96 hours per calendar year with no maximum accrual
  • Up to 48 hours/year of accumulated sick leave may be used for family illness
  • Up to 32 hours/year of accumulated sick leave may be used for personal leave

Employee may convert sick leave to vacation once per calendar year (annual maximum conversion is 96 hours sick to 48 hours vacation) Partial sick leave payoff provision on retirement depending on years of serviceManagement Leave:

• 120 hours of management leave credited to employees each January 1st
  • New employees hired between January 1st and June 30th receive 120 hours of management leave their first year
  • New employees hired between July 1st and December 31st receive 60 hours of management leave their first year

Unused management leave may be carried over from one calendar year to the next; however, an employee may never have more than 240 hours (calendar years 2021 through 2024) of “banked” management leaveHolidays:

• Seventeen paid eight-hour holidays per year (13 & 4 holidays between 12/25 to 1/1 of following year)

Mobile Communication Device Allowance:

• $80/month in lieu of carrying a City-issued cell phone

Auto Allowance (an alternative to mileage reimbursement or use of a City vehicle):

• Department Heads receive $320/month (up to $520, with City Manager approval). Assistant Department Heads and Division Managers can receive $200/month (Up to $500 with City Manager approval)

Tuition Reimbursement Program:

• Up to $2,000 per fiscal year for tuition reimbursement

Employee Assistance Program:

• Confidential counseling to employees and dependents. Up to maximum of five (5) consultations per family member per incident per year
• City paid benefit

Retiree Medical Reimbursement Program:

• Employees who retire from the City with at least ten (10) years of service shall receive reimbursement to help cover retiree single health insurance premiums. The reimbursement maximum includes the PEMHCA minimum.
• Up to age 65, retirees are eligible for reimbursement up to$416/month in 2024(amount adjusted annually)
• After age 65, retirees are eligible for reimbursement up to $249/month in 2024(amount adjusted annually)

Alternate Work Schedule:

• An employee shall be eligible to work a 9/80 alternate work schedule according to the conditions, criteria, and requirements set forth in City Manager's Directive 71. Requests to work a 9/80 schedule shall be made through or by the Department Head to the City Manager. The City Manager must approve the schedule and the City Manager or Department Head (for employees other than Department Heads) may terminate the schedule at anytime.

Salary:

$154,912.44 - $200,458.44 Annually