DEFINITION:

Under general direction of the Chief Financial Officer (CFO), the Contracts and Purchasing Deputy Director plans, organizes, directs, develops, and coordinates the activities of the Contracts and Purchasing department, and Inventory Parts department. Ensures compliance with applicable Federal, State, and local laws and regulations. The Deputy Director is responsible for developing a strategic approach to the corporate procurement and materials management process for the purchase of direct and indirect goods and services. Performs complex procurement processes and activities; is responsible for all contracting, purchasing, inventory and materials management at Santa Cruz METRO. Performs other duties as assigned.

DISTINGUISHING CHARACTERISTICS:

Receives general direction from the Chief Financial Officer. Exercises supervision as necessary over supervisory, technical, and administrative support staff as assigned. This position is distinguished from support staff as the incumbent serves as the department head for Purchasing and Materials Department.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

• This position will lead and run the full contracting process for materials, equipment, services, and construction contracts..
• Responsible for developing and implementing company policy, providing expert advice on all purchasing and contracting decisions, negotiating large purchases, and responding to any claims regarding contract law violation.
• Directs, manages, coordinates, and administers the formal bid and procurement process, including development of invitation for Bids (IFBs), Request for Proposals (RFPs), Request for Quotations (RFQs), coordinating pre-bid meetings and bid openings, and contract negotiations.
• Ensures contract compliance with Federal, State and local requirements; evaluates all procurement activities for compliance with Santa Cruz METRO’s policies and procedures.
• Prepares technical and administrative reports, correspondence, written recommendations, and makes oral presentations to the Santa Cruz METRO Board of Directors, management, governmental officials, and other organizations or groups as needed.
• Reviews and approves contracts and purchase orders; maintains contact and negotiates with vendors; keeps informed of market conditions and new products; evaluates vendor performance.
• Develop and execute short and long-term strategies to facilitate process improvements and innovations within procurement and inventory management.
• Creates and reviews Santa Cruz METRO procurement policies and procedures to ensure changes are made in compliance With Federal, State, and local laws and regulations.
• Assists in Metro’s supplier diversity – Disadvantaged Business Enterprise (DBE) Program to help with compliance with various rules and regulations.

• Directs the development and administration of the annual budget including equipment, materials and supplies.
• Establishes procedures, policies and controls related to Metro’s information management system for procurement, contracts administration and materials management.
• Performs other duties as assigned.

EMPLOYMENT STANDARDS:

Knowledge of:

• Principles and practices of public agency procurement, including conducting and administrating formal bid or proposal processes.
• Principles and practices of contract administration related to professional services, materials, supplies, equipment, transit revenue vehicles, and construction.
• Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
• Principles and practices of negotiated and qualification-based procurements; joint agency procurements; RFP/solicitation document requirements; scope of work/technical specification preparation, and terms and conditions.
• Warehouse procedures, including the analysis of receipt, storage, and issuance of parts and inventory control methods.
• Disadvantaged Business Enterprise (DBE) Program requirements.
• Federal, State, and local laws and regulations and District policies and procedures applicable to local government procurement.
• Common office software systems at the advanced level.

Ability to:

• Recommend and implement goals, objectives, and practices for providing effective and efficient services.
• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
• Oversee and/or conduct the procurement process including contract negotiations, qualification – based procurements, IFBs, RFPs, and RFQs.
• Oversee the Parts and Materials Department (inventory management).
• Manage the full lifecycle of the procurement process from planning to audit.
• Plan, organize, and direct the functions of the Purchasing department.
• Prepare administrative and complex technical reports, formal correspondence, written recommendations, oral presentations, and use computers and software programs.
• Prepare departmental budgets and projections of expenditure for capital budgets and proposed contracts.
• Direct, organize, and evaluate departmental programs and the performance of staff.
• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local laws and regulations and District policies and procedures related to the procurement process.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Communicate strategically, effectively, clearly and concisely, both orally and written form.

• Establish and maintain effective working relationships with employees, union representatives, Board members, stakeholders, elected and appointed officials, venders, contractors, consultants, media representatives, and members of the public.

MINIMUM QUALIFICATIONS:

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education, Training and Experience:

Bachelor’s degree from an accredited college in business, finance, public administration, mathematics, or a closely related field, as well as completion of the NTI/FTA Procurement Training series, or the ability to complete the series within 12 months of hire.

AND

Four (4) years professional experience in public or private sector procurement, including two (2) years supervisory experience, preferably in a public agency. Familiarity with transit agency or transportation system activities and functions is highly desirable. Experience in a large public organization is preferred.

LICENSES AND CERTIFICATES:

Desired education and/or certifications include: Juris Doctor (JD); Master’s degree in Business (MBA); Certified Professional Contracts Manager (CPCM); or Certified Public Procurement Officer (CPPO).

SPECIAL REQUIREMENTS:

• Must be able to work extended hours as needed, often outside regular business hours as required by the CFO and/or CEO and the demands of the job.
• Must maintain strictest confidentiality.
• Must participate in professional development activities.
• Requires occasional travel.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, manipulate, handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is regularly required to bend and twist at the neck, reach with hands and arms. Occasional standing, walking, overhead reaching and lifting up to 20 pounds unaided is required. Specific visual abilities required for this job include close vision, distance vision, and the ability to adjust focus.

Mental Demands

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and

mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work.

Work Environment:

The employee may work in an office, shop, construction site, or bus yard environment where the noise level may be loud. May require availability to work a flexible schedule.

OTHER CONDITIONS OF EMPLOYMENT:

• Must pass requisite background check.

*Adopted:          November 2017

*BOD Approved: 01-26-18

*Revised:          04-25-2025

*Job Family:       Professional -Purchasing