Procurement Lead (administrative Associate)

Job Announcement

This job announcement is being re-advertised. If you previously applied you do not need to reapply in order to be considered.

Works as a part of our Fiscal Team. Under the general supervision of a Financial Specialist III, ensures the purchase of needed goods and services for DFS programs and services, while applying local, state and federal procurement regulations. Leads a small team of procurement staff, managing daily workload and ensuring team compliance with procurement policy, invoice payment approval, and record retention requirements. Ensures the proper set-up of multiple funding sources, tracks and reconciles paid invoices against established purchase orders. Assesses the appropriateness of expenditures under pertinent regulations for the acquisition of public goods and services. Based on established procurement thresholds, determines allowable procurement methods and advises DFS program staff. Researches, interprets, monitors and analyzes procurement policies and procedures. It receives and resolves vendor inquiries and disputes. Works collaboratively with the DFS Budget Team, DFS program staff, and DPMM. Utilizes the Procurement Module of FOCUS, eVA, and VIMS (as applicable) to create or approve vendor financial records and purchasing documents, and to process receiving documents. It uses FOCUS and other contract applications to develop specialized reports for tracking and managing procurement items. Position requires the candidate to work independently and in a team environment, be proactive, exercise good judgment, and use critical thinking skills.

Note: The functional areas of this position are procurement.

Illustrative Duties

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found on the position description.)
General Financial Duties
Develops financial reports and data analyses for use by analysts/managers.
Monitors and tests computer systems that maintain department financial records.
Fiscal Administration
Analyzes budgets and develops recommendations for division/department.
Authorizes journal and/or budget entries.
Accounting
Approves/authorizes wire transfers.
Performs unique accounting functions that have countywide impact.
Purchasing
Identifies need for new funding sources and/or modifications to contracts.
Provides needs assessments and interacts with staff to identify fund sources and
develop a plan for purchases.
Identifies exceptional purchases (e.g., sole source justification), obtains special
approvals (e.g., agency approval for budget deviation) and insures competitive billing
process.
Purchases items, applying complex and conflicting regulations without consultation,
using multiple fund sources and determining appropriateness of expenditures.
Resolves disputes with vendors (except for precedent-setting actions outside policy).
Insures staff is trained and follows department/County policies and/or procedures.
General Executive Assistance
Makes decisions involving the functional area that are highly confidential and
politically sensitive.
Acts on executive/work unit head's behalf on issues related to standard and nonstandard department business operations.
Takes actions that require originality and thorough historical and political
understanding of the functional area.
Uses discretion and an understanding of the sensitive issues within the functional area to make decisions and resolve problems.
Acts as a resource regarding policies, procedures and precedents of the functional
area in the development of programs and policies within the functional area.
Scheduling & Coordinating
Attends meetings on behalf of the executive/work unit head, gathers information and
prepares concise, accurate reports.
Actively participates in management meetings.
Communication
Gathers data and composes concise executive summaries.
Writes technical and non-technical correspondence, and/or presentation materials.
Researches, coordinates, develops historical/political framework of issues and makes recommendations to executives/work unit head.
Writes non-technical content of reports and edits text.
Answers inquiries from the public on highly publicized or sensitive issues.
Informs internal and external staff, as well as the public, regarding executive/work
unit head's decisions regarding procedural issues and provides the reasons for those decisions.
Office Management
Actively participates in the long range, comprehensive planning of the functional area
(e.g., human resources, space, and budget).
Provides information and participates in the development of in-house policies within
the functional area.
Independently reviews and resolves problems on executive/work unit head's behalf.
Reads documents and attends meetings in order to maintain a working knowledge and understanding of the functional area.
Serves as liaison with the public, county, state, federal, private organizations, and
high level professional peers of the executive/work unit head.
Independently determines which items are to be forwarded to executive/work unit
head or redirected to other staff and prepares background information.
Information Systems/Software
Analyzes administrative procedures & policies to recommend corporate
systems/software changes/modifications.
Reports
Writes report on issues regarding operational efficiencies and/or program operations
affecting multiple functions within the Department or topics for which there are no
precedents.
Researches and analyzes information to identify trends, draws conclusions, makes
recommendations.
Payroll
Implements new county policies & procedures.
Oversees payroll operations for multiple departments/agencies. Serves as subject
matter expert on payroll policies/procedures for multiple departments/agencies.
Audits personnel actions and PARs in multiple departments/agencies for accuracy.
Researches and creates complex payroll reports regarding countywide issues.
Personnel
Manages HR and personnel administrative activities as a part of the department
management team.
Serves as point of contact for all personnel related activities (e.g., appeals panel,
grievances) including providing advice and information to employees and managers.
Analyzes changes in county policy to determine effect on department.
Drafts or revises department policies to conform to county, federal and state rules
and guidelines.
Drafts personnel letters for the Director or other senior managers.
Analyzes equity and consistency issues related to classification, selection and
compensation actions and makes recommendations to management.
Provides advice to Director & other high level managers regarding HR issues.
Composes non-professional and/or professional position descriptions using
information obtained from employee, supervisor, evaluations and samples.
Develops diversity plan.

Required Knowledge Skills and Abilities

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)
Knowledge of the organization's professional objectives and activities and in-depth
knowledge of the assigned functional area(s).
Math Skills
Ability to understand basic statistical concepts.
PC Skills
Intermediate skills in the use of applicable Microsoft Office Suite software.
Intermediate skills in the use of agency specific software applications.
Communication
Ability to write concise and understandable appropriate documents.
Information
Ability to independently gather, integrate, and analyze complex data.
Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external
and internal contacts.
Purchasing and Accounting
Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least 10 functions.
Personnel and Payroll
Ability to trouble shoot Human Capital Management Enterprise Resource Planning system problems.

Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to an associate degree and five years of experience providing administrative support in the assigned functional area(s).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position will be required to complete a criminal background check, a credit check, and a Child Protective Services Registry check to the satisfaction of the employer.

All newly hired employees are required to be fully vaccinated against COVID-19 (two weeks after the last required dose) as a condition of employment or obtain approval of a medical or religious exemption prior to their start date. Proof of an exemption or vaccination status will be required during the pre-employment onboarding process. New employees who obtain an exemption from the vaccine mandate for medical or sincerely held religious beliefs may be subject to a weekly testing requirement. Vaccinated employees and employees with a medical or religious exemption will complete the attestation online on their first day of employment or shortly thereafter.

PREFERRED QUALIFICATIONS:

• Associate’s degree and five or more years of progressively responsible experience providing procurement support.
• Advanced knowledge of County and Virginia procurement law and regulations, evidenced by experience, training or certifications.
• Experience in the acquisition of professional services, and payment of bills received under service contracts.
• Experience with database maintenance, filing systems, report development.
• Excellent customer service skills with the ability to interact in a friendly, service-oriented and professional manner with internal and external customers.
• Demonstrated ability to work independently and in a team environment, be proactive, exercise good judgment, and use critical thinking skills.
• Ideal candidate is highly organized, demonstrates exceptional interpersonal skills and ability to effectively communicate, both orally and in writing.
• Must have the ability to manage multiple tasks simultaneously.
• Ability to lead a small team, prioritize and complete assignments timely.
• Proficiency in the use of Procurement Module in SAP (FOCUS).
• Proficiency in Microsoft Outlook, Word, Excel, and other software applications.

PHYSICAL REQUIREMENTS:
Duties are generally sedentary and performed in a normal office environment.
Ability to use keyboard driven equipment
Ability to move between floors and attend meetings
Ability to communicate with a high degree of proficiency both orally and in writing.
All duties are performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel Interview and may include a practical exercise.

The population of Fairfax County is very diverse where 39.8% of residents speak a language other than English at home (Spanish, Asian/Pacific Islander, Indo-European, and others) and we encourage candidates bilingual in English and a foreign language to apply to this opportunity.

Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or military status in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 703-324-4900 for assistance. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.