COUNTY OF SIERRA

SIERRA COUNTY POSITION DESCRIPTION

Job Title:

Chief Procurement Officer

Department:

Finance

Supervisor:

director of finance and budget

Grade:

FLSA Status:

9

Exempt

Job Summary

Under the direction of the Director of Finance and Budget, the Chief Procurement Officer (CPO) plans, develops, administers, and oversees the County's procurement program in accordance with the New Mexico Procurement Code, Sierra County Procurement Resolution, grant requirements, and all applicable federal, state, and local laws and regulations.

The CPO serves as the County's subject matter expert for procurement, contract administration, and strategic purchasing while coordinating assigned capital improvement, facilities, construction, technology, and other County projects from planning through completion. The position collaborates with County departments, consultants, contractors, architects, engineers, vendors, funding agencies, and grant staff to ensure projects are properly planned, competitively procured, contractually administered, and successfully implemented.

The CPO provides guidance and technical expertise to County leadership regarding procurement strategy, contract administration, project coordination, procurement compliance, and best practices, while helping facilitate the successful delivery of County initiatives and reducing day-to-day project coordination responsibilities for County leadership.

Essential Functions

Procurement Leadership

• Ensures all County purchases are conducted in accordance with the New Mexico Procurement Code, Sierra County Procurement Resolution, County policies, and all applicable federal, state, and local laws and regulations.
• Maintains and administers the County Procurement Resolution to ensure compliance with statutory and regulatory requirements.
• Serves as the County's chief procurement authority for goods, services, professional services, construction, and capital improvement procurements.
• Reviews and approves purchase requisitions; determines the appropriate procurement method; assigns purchase order numbers; and ensures compliance with procurement requirements.
• Advises and assists County departments with procurement planning, purchasing requirements, product specifications, procurement strategies, and best practices.
• Develops, prepares, and administers Invitations to Bid (ITBs), Requests for Proposals (RFPs), Requests for Qualifications (RFQs), Requests for Quotes (RFQs), sole source procurements, emergency procurements, and other solicitation documents.
• Conducts pre-bid conferences, bid openings, evaluation meetings, negotiations, and post-award meetings.
• Researches procurement methods, products, services, and industry best practices to improve County purchasing processes.

Contract Administration

• Develops and maintains the County's contract administration process, ensuring compliance with procurement laws, funding requirements, and contractual obligations.
• Assists departments with developing scopes of work, technical specifications, procurement schedules, independent cost estimates, and contract documents.
• Prepares contract award documents and coordinates contract execution.
• Maintains complete procurement and contract files, including bids, proposals, determinations, amendments, change orders, modifications, payment documentation, and contract closeout records.
• Maintains the County's master contract database and monitors contract expiration, renewal, and solicitation timelines.
• Monitors open purchase orders, coordinates invoice reconciliation, and facilitates purchase order closeout.

Project Coordination & Implementation

• Coordinates assigned County capital improvement, facilities, construction, infrastructure, technology, and other special projects from project planning through completion.
• Works collaboratively with County departments to define project objectives, develop scopes of work, technical specifications, procurement strategies, project schedules, and cost estimates.
• Coordinates project activities among County departments, contractors, consultants, architects, engineers, vendors, grant staff, and other project stakeholders.
• Develops and maintains project schedules; monitors project milestones, budgets, procurement timelines, and contractual deliverables.
• Performs periodic site visits to monitor project progress, coordinate project activities, verify project milestones and contractual deliverables, and identify issues requiring resolution or leadership attention.
• Identifies project risks, procurement issues, and contract concerns; recommends solutions and assists with issue resolution.
• Conducts project meetings and provides regular project status updates to County leadership.
• Coordinates prevailing wage determinations and other procurement compliance requirements applicable to construction and capital improvement projects.

Vendor & Stakeholder Relations

• Serves as the County's primary liaison with vendors regarding procurement, contracts, purchasing inquiries, account issues, and vendor relations.
• Maintains the County vendor database and establishes vendor accounts based on required documentation, including W-9 forms.
• Obtains and evaluates vendor quotations, researches products and services, and maintains current vendor information.
• Builds and maintains positive working relationships with County departments, elected officials, vendors, contractors, consultants, funding agencies, and the public.
• Presents procurement matters, contract recommendations, and project updates to the Director of Finance and Budget, County Manager, and Board of County Commissioners as required.

Grant & Compliance Coordination

• Collaborates with the Grant & Compliance Specialist to ensure procurement activities comply with grant requirements, funding restrictions, reporting obligations, and audit standards.
• Coordinates procurement schedules and contract activities to support grant-funded projects.
• Maintains procurement documentation required for grant reimbursement, reporting, and audit purposes.

Administrative Responsibilities

• Coordinates and manages the County's fuel card and cellular device programs.
• Instructs and trains County staff on procurement procedures, purchasing requirements, and procurement best practices.
• Hosts and participates in meetings as requested.
• Prepares comprehensive reports, presentations, correspondence, and other written documentation.
• Maintains required procurement certifications and participates in continuing education, seminars, conferences, and professional development activities.
• Remains flexible in work hours, when necessary, to meet project deadlines and organizational needs.
• Performs other duties as assigned.

*Applicant must disclose real or perceived conflicts of interest and must abide by the Governmental Conduct Act (NMSA 10-16-1 (et. seq.).

Minimum Qualifications

• Associate’s Degree in Public or Business Administration, Accounting, Finance, or related field.
• Four (4) years of experience in procurement, accounting, or related field, with at least two (2) years of experience in purchasing/procurement.
• A combination of relevant education and related work experience may be considered.
• Ability to obtain and maintain Procurement Officer Certification from the State of New Mexico.
• A valid driver’s license is required.
• Must be able to successfully pass a background screening / investigation.

Knowledge, Skills, and Abilities:

Knowledge of:

• Applicable federal, state, county, and local laws, regulations, requirements, principles, and practices related to purchasing and procurement.
• Policies, functions, and responsibilities of Sierra County.
• Characteristics, services, and activities of a government procurement office.
• Modern trends related to the practice of procurement.

Skill in:

• Budget and grant development and administration, financial planning, and cost control.
• Analyzing data, mathematical computations, and problem-solving.
• Preparing, reviewing, and analyzing financial and operational reports.
• Analyzing problems, projecting consequences, identifying solutions, and implementing recommendations.

Ability to:

• Maintain confidentiality.
• Communicate efficiently and effectively both verbally and in writing.
• Provide professional customer service, maintain a professional attitude, and demonstrate a strong work ethic.
• Interact and maintain strong working relationships with individuals of varying social and cultural backgrounds.
• Make solid decisions and exercise independent judgment.
• Work in a fast-paced environment and meet deadlines with a strong focus on details.
• Follow and give clear instructions.

Physical/Mental Demands, Work Environment, Equipment Usage

Work Environment:

Work is generally performed in an office or indoor setting. Frequent work outdoors where incumbent may be exposed to varying temperature and weather conditions. Evening and/or weekend work may be required. Tight time constraints and multiple demands are common. Travel may be required for training, meetings, conferences, presentations, and other events.

Physical/Mental Requirements:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and communicate effectively. The employee occasionally is required to move throughout the office/complex/site; climb or balance; stoop, kneel, crouch, or crawl; and lift/carry/move up to 25 pounds. Close vision ability is required and clarity of vision at long distance is helpful. Incumbent may sit for extended periods of time. Occasional exposure to dust, fumes, airborne particles and/or allergens. Position may cause stress and tension; work will be conducted individually and in groups; and incumbent must be able to quickly change position on issues when presented with better alternatives.

Equipment, tools, and materials:

Tools used in performing the essential functions of the job: copier, vehicle, fax machine, telephone, computer, general office supplies and equipment, overhead projector, word processing software, presentation software, accounting software, and adding machine.

*Sierra County is an equal opportunity employer and welcomes applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation, or age.