Assistant Manager of Procurement

While each employee has a primary responsibility, flexibility in job assignments is required, and employees may be expected to perform other duties as needed.

About the role

The Assistant Manager of Procurement (Professional Services and Commodities) provides leadership to team members and serves as a subject matter expert across all levels of the procurement function, handling both formal and informal procurement for goods, materials, and services related to Rolling Stock, IT, Finance, Marketing, Revenue, maintenance, and other commodities. This role requires expert knowledge and skills to conduct highly complex procurements, encompassing both tangible and intangible elements, while ensuring compliance with all regulatory guidelines. The position manages each procurement from start to finish, including requests for bids and proposals (RFP, IFB, RFSQ, RFI, RFQ), contract preparation, negotiation, interpretation, vendor award, and collaboration with Project Managers through contract closeouts.

Responsibilities

• Assist the Manager of Procurement in overseeing, leading, coordinating, and conducting acquisitions for rolling stock, non-construction projects, information technology, professional services, and commodities in compliance with local, state, and federal regulations and internal policies.
• Provide daily supervision, direction, guidance, support, and technical expertise to assigned staff.
• Assign projects and processing of orders to Senior Procurement Specialists and Procurement Specialists.
• Manage the most complex procurements, perform spend and market data analyses, evaluate bids and proposals, and lead departmental projects.
• Oversee day-to-day procurement activities from start to finish, including solicitations, bid evaluations, vendor selection, purchase orders, and contract execution.
• Prepare all solicitation documents in compliance with federal, state, and local requirements.
• Ensure accurate and effective use of procurement systems (e.g., SAP) and maintain procurement website resources.
• Ensure compliance with agency policies, procedures, and applicable laws and regulations.
• Collaborate with cross-functional teams (IT, HR, Finance, Legal, and other stakeholders) to understand business needs and develop procurement plans.
• Establish work priorities, assist in developing departmental goals and objectives, and provide regular updates and reports on procurement activities.
• Prepare and review a variety of contract documents, correspondence, and reports.
• Maintain accurate procurement records, participate in audits, and assist in developing process improvements, policies, and programs.
• Coordinate year-end activities, including closing orders and purchase order roll-over processes.
• Provide independent solutions for staff and internal customers on procurement and contractual issues.
• Interpret procurement regulations and policies at the local, state, and federal levels.
• Analyze current procurement activities and recommend improvements through efficient methods, e-procurement, standardization, value analysis, or cooperative purchasing.
• Attend and present at Board of Directors meetings and act as a backup for the Manager of Procurement.
• Act as a Subject Matter Expert, maintaining knowledge of best practices, regulatory changes, and sourcing strategies for professional services, IT, and rolling stock.
• Solicit participation from small businesses, Disadvantaged Business Enterprises (DBE), and Women-Owned Business Enterprises (WBE) in the procurement process.
• Perform other duties as assigned.

Requirements

• Bachelor’s degree from an accredited university in public administration, business administration, or a related field.
• At least six years of experience in all types of procurement, with at least two years in a supervisory or managerial role in a public procurement environment.
• A combination of relevant education and applicable experience may substitute for the degree requirement.
• Must possess and maintain a valid California Driver License or be able to utilize alternative transportation for job-related functions.
• Demonstrated record of successful achievements in complex, challenging procurements requiring creativity, adaptability, and perseverance within regulatory frameworks.
• Intimate knowledge of all types of procurements.
• Must pass post-offer examinations, including a pre-employment physical, comprehensive criminal background and credit check, and pre-employment drug test as required.

Skills

• Knowledge of MTS policies and regulations, principles of purchasing management, and government procurement practices.
• In-depth industry expertise in professional services, IT, rolling stock, and industry standards.
• Knowledge of local, state, and Federal Transit Administration (FTA) regulations.
• Familiarity with procedures for researching and analyzing commodities, competitive bid practices, and vendor evaluation methods.
• Ability to navigate complex political situations effectively and anticipate problems or issues.
• Ability to work under pressure with minimal supervision and meet deadlines without detailed instructions.
• Strong written and verbal communication skills, including the ability to write clear, concise, and grammatically correct reports, letters, and memoranda.
• Ability to speak effectively in person-to-person or small group settings with tact and diplomacy.
• Skill in coordinating and delegating actions to implement decisions.
• Ability to establish and maintain priorities, exhibiting flexibility and versatility.
• Proficiency in verifying the accuracy and completeness of forms and reports.
• Knowledge of Microsoft Word and Excel; ability to learn and use other software, including SAP (preferred).
• Exceptional verbal and written communication, organizational, prioritization, and multitasking skills.
• High level of integrity and confidentiality.
• Strong interpersonal skills and understanding of customer relationship management.
• Collaborative and team-centric working style.
• Strong presentation, leadership, and management skills.
• Excellent knowledge of procurement administration.
• Ability to quickly understand and apply new concepts in an evolving environment while contributing to new processes.

Physical Requirements

• Ability to walk, stoop, sit, bend, reach for overhead files, and occasionally lift up to 15 pounds.
• Must be able to operate a motor vehicle and perform tasks involving manual dexterity, such as computer use.
• Work may require more than 8 hours per day or an irregular work week to perform essential duties.
• Duties are primarily performed in an office environment but may require travel to external locations and agencies.

Pay

This position is in salary grade #12, with a minimum of $105,026 and a maximum of $149,137. Salary offers are based on factors such as knowledge, skills, abilities, relevant experience, internal equity, budget constraints, and market factors. Salary grades are typically adjusted annually to remain market competitive.

Benefits

• Up to 13 employer-paid days off per year, including 3 floating days.
• Free transit pass for you and your family.
• On-site gym and gym membership reimbursement.
• Walk, run, and bike event reimbursement.
• Employer-paid bereavement leave and jury duty.
• Tuition reimbursement.
• Public Service Loan Forgiveness eligibility.
• Company-paid training and professional development opportunities.