Procurement and Travel Manager

You can do the work you love, be your authentic self, and make an impact in the lives of thousands. We believe in a culture rooted in community, collaboration, and growth. As an agency we are inspired by our Mission of bringing hope to life, especially those most in need.

Wage: $87,500 - $97,500

Benefit

* Medical/Dental

* FSA

* 403(b) Retirement

* Additional Voluntary Benefits

* Paid Holidays

* Vacation/Sick Leave

* Education Assistance Program

* Employee Assistance Program

* Longevity awards

Position Summary:

The Procurement & Travel Manager is responsible for managing the sourcing, negotiating, and documenting purchases for supplies, equipment, construction, services and shall supervise staff within the department. Ensures compliance with the regulations applicable to procurement in 2 CFR (Code of Federal Regulations) part 200 - Uniform Guidance and agency business policies and procedures. This position also oversees fleet management and staff travel.

Responsibilities:

Procurement

• Develop and implement policies, procedures, and workflow for procurement within the agency, ensuring alignment with the Catholic Charities mission, values, goals, objectives and compliance with the regulations applicable to procurement in 2 CFR (Code of Federal Regulations) part 200- Uniform Guidance.
• Perform or oversee the following:
  
  
  
  • Determine the appropriate method of procurement based upon the items or services to be acquired and then ensure all required processes are followed
  • Research and identify new contractors (assess supplier risks) to source for products and services
  • Perform vendor credit checks for new vendors and obtain W-9 forms
  • Validate Agencies compliance with Federal do not use vendors
  • Maintain a schedule of property, tenant and equipment leases and monitor termination and renewal dates and procedures
  
  
  
  

• Draft Solicitation notices and Request for Proposal Documents to solicit contractors for large projects as needed.
• Serve as a member of the Project Committee as required per Procurement Policy.
• Assist with large project implementations as needed. Status meetings, invoicing, etc.

• Create and maintain an organized and accurate pricing database
• Maintain procurement records such as pricing, delivery, product quality and/or performance, warranties and inventories
• Maintain and update vendor contract documents (Outlaw management system) as needed
• Ensure contract close-outs, extensions and/or renewals
• Oversee Procurement/Travel staff
• Serve as administrator for the AVID Procurement system
• Provide training to program level staff involved in the procurement process
• Monitor departmental compliance with the established procurement procedures
• Coordinate with the Accounts Payable department on vendor inventories, statement reconciliation, and price variances

Travel

• Train staff and monitor staff adherence to agency travel policies and procedures
• Train and oversee travel assigned specialists on agency travel policies and procedures and back up as needed
• Review travel expense vouchers following staff overnight travel to ensure proper documentation, coding and authorizations
• Ensure all out of state travel is pre-authorized on the "Out of State Travel Authorization" form prior to booking
• Monitor changes in Federal mileage reimbursement rates and notify agency staff of changes

Fleet Management

• In coordination with the CFO purchase vehicles to expand and/or enhance the fleet
• Manage or oversee:
  
  
  
  • Scheduling regular maintenance on all vehicles
  • Ordering urgent or emergency repairs as needed
  • Managing vehicle licensure and registration
  
  
  
  
• Manage and coordinate with the fleet coordinator the Clearpath GPS system including quarterly review of vehicle use for all departments and Clearpath reports

Equipment Management

• Manage the inventory for employee assigned cell phones and hot spots in collaboration with the CIO
• Assign cell phones and hot spots and maintain tracking and usage through checkout forms and vendor monitoring systems
• Coordinate with IT to ensure all appropriate software/Aps are uploaded to cell phone
• Manage the excess inventory for office furnishings to ensure reuse and disposal processes are followed
• Establish and maintain procedures for disposal of agency owned furnishings

Perform other duties as assigned

Job Requirements:

The following requirements are those that are normally required for the performance of this position. Any disabled applicant who does not meet one or more of the requirements, but who can perform the essential functions of the job (with or without reasonable accommodations) shall be deemed to meet these requirements.

Physical Requirements:

This position normally requires the physical demands of standing, walking, bending, lifting, or performing other work requiring low physical exertion, talking, and hearing on a regular basis to perform the job requirements. These physical demands are required up to 90% of the time.

Non-Physical Requirements:

Education

• Bachelor's degree in business administration, or related field preferred, applicable experience may substitute for degree

Experience

• Minimum 5 to 10 years of purchasing related experience or demonstrated knowledge, skills and abilities to perform the essential functions of the position required

Special Skills

• Strong negotiating skills
• Experience with construction projects
• Extensive knowledge and experience with spreadsheet design, data base management and reporting
• Intermediate knowledge in Excel
• Experience working with government contracts is desirable

Licensure, Registration, Certification

• Valid Washington State driver's license and minimum required liability insurance for WA State
• Must be deemed insurable as determined by Catholic Charities insurance liability provider

Employment is conditional upon:

• Being cleared by criminal background check and fingerprinting when required