Procurement and Contracts Manager

GENERAL PURPOSE

The Procurement and Contracts Manager is responsible for organization-wide oversight and administration of procurement, contracting, and grant-related activities in compliance with applicable federal, state, and local requirements. This position serves as the primary authority for planning, developing, negotiating, executing, and monitoring contracts and procurements funded fully or partially by federal awards.

The role ensures procurement actions are conducted in a manner that promotes full and open competition, cost reasonableness, transparency, and accountability, and that contracts are administered to achieve intended programmatic and fiscal outcomes.

ESSENTIAL FUNCTIONS

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this job title. It is not necessarily descriptive of any one position in the job title. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

Serves as the lead authority for all procurement and contracting activities across the organization, including RFPs, RFQs, Invitation for Bids, sole-source justifications, and grant-funded procurements

Ensures all procurement actions comply with applicable federal regulations, including but not limited to Uniform Guidance (2 CFR Part 200), state statutes, and organizational policies

Leads development of procurement strategies, independent cost estimates, scopes of work, evaluation criteria, and contract terms and conditions

Facilitates competitive procurement processes to ensure fairness, transparency, and documentation sufficient for audit and monitoring purposes

Conducts and documents cost and price analyses to determine cost reasonableness

Leads contract negotiations and execution in coordination with legal, finance, and program leadership

Administers contracts throughout the full lifecycle, including execution, performance monitoring, amendments, renewals, and close-out

Monitors contractor performance against established deliverables, milestones, and payment schedules

Ensures timely receipt and review of required reports, invoices, and supporting documentation

Identifies compliance risks, performance deficiencies, and contract issues and implements corrective actions as necessary

Maintains auditable contract files in accordance with record retention requirements

Coordinates and manages procurement-related components of grant applications and awards

Collaborates with program and finance staff to ensure grant-funded contracts align with approved budgets and grant terms

Supports the CFO in developing and implementing revenue diversification initiatives consistent with funding requirements

Ensures all contracts and procurements are properly recorded in financial, contract management, and tracking systems

Maintains a centralized contract repository with standardized naming, indexing, and search protocols

Coordinates with the Business Intelligence function to maintain executive dashboards of active, pending, and planned procurements

Conducts quarterly contract and expenditure reviews with department leadership

Serves as the primary point of contact for vendors, contractors, and internal stakeholders regarding procurement and contract matters

Facilitates contract and project status meetings with department heads and vendors

Provides guidance and technical assistance to staff on procurement requirements and best practices

Manages Public Records Requests related to procurement and contracts

Develops and maintains standard procurement templates, tools, and procedures

Performs other duties as assigned that are consistent with the scope and responsibility of the position

SUPERVISION

Supervision Received - Work is performed under general direction with substantial independence, exercising sound judgment and discretion in procurement and contracting decisions.

Supervision Performed – May supervise others.

MINIMUM QUALIFICATIONS

• Bachelor’s degree from an *accredited institution in business administration, public administration, management, or a related field
• Minimum of five (5) years of progressively responsible experience in federal procurement and contract administration
• Demonstrated experience applying Uniform Guidance (2 CFR Part 200) requirements
• Proven experience developing RFPs, scopes of work, and procurement documentation
• Strong background in project management, budgeting, and financial analysis
• Accreditation confirmed by USDOE Database of Accredited Postsecondary Institutions and Programs. http://ope.ed.gov/accreditation/GetDownLoadFile.aspx

PREFERRED QUALIFICATIONS

• Advanced degree in a related field
• Procurement or contract certification (e.g., CPSM, CPPB, CPCM, or equivalent)

KNOWLEDGE, SKILLS, AND ABILITIES

• Thorough knowledge of federal procurement principles, including competition requirements, cost reasonableness, and contract administration
• Strong written and verbal communication skills suitable for audit, monitoring, and executive review
• Ability to interpret and apply federal regulations, grant terms, and contractual requirements
• Strong analytical and documentation skills
• Ability to manage multiple procurements and contracts concurrently
• Proficiency in Microsoft Office applications and ERP systems (Sage Intacct preferred)
• Ability to establish and maintain effective working relationships with internal and external stakeholders
• Ability to maintain confidentiality and manage sensitive information
• Ability to identify risks and implement corrective actions
• Demonstrated ability to lead projects and enforce accountability

Demonstrated strategic and innovation competencies

STRATEGIC KNOWLEDGE, SKILLS, AND ABILITIES

ANALYTICAL

• Analyze and evaluate complex plans and strategies related to workforce, business, finance, agreements and/or public partnerships
• Skilled in market analysis, planning and feasibility
• Strong analytical skills and experience interpreting a strategic vision into an operational model
• Skill in examining, developing, reengineering, and recommending business and operational policies and procedures
• Ability to use critical thinking to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
• Solid ability to prioritize and plan work activities, use time efficiently, and develop realistic action plans

COMMUNICATION

• Excellent communication skills, both written and oral, with the ability to represent the organization externally across a wide range of stakeholders and constituencies
• Skilled in consensus building and public speaking
• Ability to communicate effectively verbally in meetings, presentations or individually with staff; communicate effectively in writing
• Excellent interpersonal skills coupled with a demonstrated ability to relate to people at all levels; Strong relationship building with the ability to find common ground, build consensus and strengthen collaboration among stakeholders
• The ability to quickly establish credibility and serve as an advocate of the organization
• Utilize negotiation skills to advance the revenue options for the organization

DECISIVE

• Ability to meet or exceed established performance goals and quality standards
• Ability to make timely decisions, and exhibit sound and accurate judgment that could lead to major community or organizational consequences
• Ability to oversee numerous projects and initiatives through direction and delegation
• Ability to successfully navigate in a dynamic, fast-paced, outcome-driven environment

LEADERSHIP

• Ability to formulate and initiate policies and procedures that result in a highly effective workforce services of excellence system, with continuous eye towards quality improvements
• Ability to develop and interpret budgets, contracts, personnel and financial reports
• Ability to effectively manage staff in planning, decision-making, facilitating and process improvement
• Have leadership abilities including the ability to effectively work with community, staff, and peers
• Demonstrate organizational values in actions, words and attitude of Purpose-Driven, Innovation, Integrity and Fun
• Demonstrated commitment to values of diversity, inclusiveness, and empowerment
• Possesses a strong business acumen and commitment to service of CSCF staff and community
• Understand CSCF, the workforce development system and various programs operated by the organization
• Models CareerSource Central Florida’s core values
• Maintains workplace culture by demonstrating the highest level of standards as defined by CSCF’s Trust Creeds and core values

PROBLEM-SOLVING

• Ability to synthesize complex information, analyze data, and forecast trends related to CSCF workforce and the labor market it serves
• Ability to establish and maintain effective and cooperative working relationships with a diverse workforce and community

TECHNICAL

• Extensive knowledge and experience in business and financial practices in either public, non-profit and/or private organizations, along with community program development experience
• Strong working knowledge of partnerships, revenue diversity strategies, and business models
• Knowledge of public administration principles and practices in Central Florida
• Ability to manage a budget effectively and efficiently within a department or division
• Ability to manage or administer grant funds
• Provide project focused support to CSCF’s organizational strategic goals and objectives, such as preparing for key internal and external meetings and conducting the necessary follow-up
• Proficient in the use of technology, including Microsoft Office applications and web-based platforms

PHYSICAL REQUIREMENTS

Tasks involves light physical effort (i.e., some standing and walking, or frequent light lifting of less than 10 pounds); and minimal dexterity in the use of fingers and limbs in the operating of office equipment. Tasks may involve extended periods sitting at a workstation and utilizing a keyboard.

ENVIRONMENTAL REQUIREMENTS

This position has a hybrid work schedule that combines remote work and in-office work based on business needs.

Tasks are regularly performed inside without potential for exposure to adverse conditions, such as dirt, dust, pollen, odors, fumes and/or poor ventilation, wetness, humidity, rain, temperature and noise extremes, machinery and/or moving vehicles, vibrations, electric currents, animals/wildlife, toxic/poisonous agents, gases or chemicals, oils and other cutting fluids, violence and/or disease, or pathogenic substances.

SENSORY REQUIREMENTS

Some tasks require manual dexterity. Some tasks require visual and hearing acuity. Tasks may involve identifying and distinguishing colors. Tasks require oral communications ability.

This job description does not constitute an employment agreement between CareerSource Central Florida and the employee and is subject to change by CareerSource Central Florida as the needs of the organization and requirements of the job change.

CareerSource Central Florida is an Equal Opportunity Employer. In compliance with United States Equal Employment Opportunity guidelines and the Americans with Disabilities Act, CareerSource Central Florida provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.