Contracts and Procurement Manager; Contract Analyst III

Contracts and Procurement Manager (Contract Analyst III)

The Department of Neighborhood and Community Services (NCS) is part of the Fairfax County Health and Human Services System and provides a wide variety of critical programs and supportive services to county residents of all ages. NCS uses a range of contract and procurement methods to meet the needs of residents and communities and is looking for an experienced contract and procurement manager with a passion for public service to lead the agency’s contract and procurement processes and initiatives.

This position is a great opportunity to make an impact in the local community and help provide important resources and opportunities to county families and children.

Under the direct supervision of the NCS finance manager, this position will coordinate contract requirements and activities for all departmental programs and oversee agency procurement processes, which includes management of the NCS procurement team. The position has one direct report; however, the procurement team consists of three full-time positions and one part-time position that carry out purchasing and purchase order activities for the agency.

To excel in this role, you should possess a wide range of knowledge of public procurement methods and regulations and a comprehensive understanding of contracting principles and procedures. A successful candidate should be able to think strategically and creatively to address issues and help program managers navigate procurement processes to achieve the agency’s goals. Candidates should have excellent oral and written communication skills with the ability to communicate with various audiences.

• Serves as a subject matter expert on county contracting processes and advises programs on contracting standards. Acts as a technical advisor to inform policy, practice, and programs as it relates to procurement.
• Develops policies and procedures related to contract and procurement processes to improve efficiency of agency operations and ensure compliance with County, state, and federal requirements as applicable.
• Assists programs with development and execution of formal and informal solicitations for supplies and services.
• Maintains an inventory of NCS contracts and implements timelines and processes for timely contract renewals and new solicitations.
• Identifies agency training needs on procurement processes and develops training materials and modules to increase staff capacity and compliance with procurement and contract principles and regulations.
• Develops and monitors accountability and quality assurance processes.
• Manages and oversees purchase order activity, including review and approval of shopping carts as needed in the county’s procurement software system.
• Assists the finance manager with the management of complex procurement processes including federally funded programs, the Consolidated Community Funding Pool (CCFP), and others.
• Manages the NCS procurement team that is responsible for the establishment, management, and payment of purchase orders.
• Reviews and assists in the development of contracts, subrecipient agreements, Memorandums of Understanding (MOU), space agreements, and other types of formal and informal agreements between NCS and various vendors, community partners, and other county agencies.
• Uses various county systems and tools to conduct analysis, produce reports, and make recommendations on process improvements, areas of prioritization, and to monitor project deliverables.
• Communicates and works with NCS vendors and partners to negotiate terms and conditions, act as a liaison between program managers and outside entities, and responds to vendor inquiries.
• Researches and stays abreast of industry trends and best practices, changes in federal, state, or local procurement requirements, and other information that impacts NCS procurement activities.
• Assists program managers in researching appropriate vendors, existing contracts, and other procurement mechanisms (e.g. riding contracts from other jurisdictions, cooperative agreements, etc.) to fulfill programmatic needs.
• Acts as a liaison with the county’s central Department of Procurement and…