Assistant Director - Facilities & General Services
Department:
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Facilities & General Services
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Salary Range:
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$88,223 - $118,775
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Grade:
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Management Grade 7
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DUTIES
: Manages and directs Procurement staff in the accomplishment of department operations. Supports the provision of Procurement and General Services to the headquarters departments and field offices. Responsible for strategic and tactical implementation of purchasing activities across AFSCME and leveraging AFSCME wide purchases to ensure best value. Comprehensive technical knowledge of purchasing methods, procedures and practices including competitive bidding, vendor certification, weighted scoring methods, contracting for goods and services, contract terms and conditions. Experience with a variety of purchasing vehicles including but not limited to: contracts, purchase orders, blanket purchase orders, commercial off the shelf purchasing software, purchasing cards and performance-based contracts. Oversight and purchasing of a wide variety of union goods and services including premium/promotional items. Assists Director with development of short and long term purchasing strategies and identifies means and methods for carrying out those strategies. Exercises strong fiscal responsibility by minimizing expenses, obtaining appropriate approvals, developing and maintaining appropriate documentation for all expenses. Responsible for auditing all departments’ procurement records for compliance and presenting the findings in a written report. Responsible for the oversight and/or purchasing of all capital items including software, hardware, furniture, fixtures, services, and repairs for AFSCME in accordance with procurement regulations. Solicits bids for contracts in accordance with standard procurement policies and practices to provide general services for AFSCME. Obtains bids, evaluates alternatives, and makes recommendations to the Director on purchasing and leasing decisions. Negotiates, administers and evaluates contracts with a focus on quality and cost containment. Oversees the management and coordination of multiple contractors to ensure the meeting of contractual commitments consistent with contract requirements. Represents AFSCME on all phases of the contract process. Supports the Director with the purchasing and leasing activities for office space, supplies and equipment. Advises field management on lease and purchase issues. For field sites, evaluates suitability for occupancy, considering such factors as air circulation, lighting, location and square footage. Supports the Director with various designated special projects, including the bi-annual international conventions, to ensure that the goals and objectives are accomplished within prescribed time frames and funding parameters. Identifies suppliers, analyzes capabilities and selects vendors. Determines prices, terms and conditions for goods and services. Certifies vendors and inspects them to ensure compliances with AFSCME sourcing guidelines and USA/Union-made requirements. Creates, negotiates and manages contracts. Reviews and approves purchase requisitions and purchase orders. Works with the Director to ensure compliance with AFSCME purchasing policies and industry best practices for purchasing and receiving operations. This includes periodic review of other AFSCME department purchasing documentation. Serves as a member of the AFSCME-wide Purchasing team and collaborates as required with the Director, Graphics and Video, Print-Purchasing Buyer and Purchasing Buyer. Develops purchasing instruments (RFP, RFI/RFQs, standard terms and conditions). Provides purchasing support to AFSCME field offices as required in support of office openings and ongoing operations. Recommends to the Director particular policies and procedures that ensure AFSCME’s compliance with federal and state guidelines for facilities, including health and safety, as well as the efficiency and cost effectiveness of overall general operations. Coaches/counsels staff on methods/procedures for ensuring that AFSCME procurement activities are carried out to the highest standards. Performs other duties as required.
REQUIREMENTS
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Past management and supervisory experience in Procurement, Facilities and General Services operations is required with a minimum of 10 years related experience. Graduation from an accredited four-year college or university with course work in Procurement, Business Administration, Operational Management, or other relevant courses; or any equivalent combination of education and experience which provides the following knowledge, skills and abilities: Advanced knowledge of procurement, facilities planning and maintenance; and building management for a large office building. Advanced knowledge of federal, state and local codes and guidelines related to Facilities and General Services and ability to enforce adherence to requirements. Experience with a variety of purchasing vehicles including but not limited to: contracts, purchase orders, blanket purchase orders, commercial off the shelf purchasing software, purchasing cards and performance-based contracts. Advanced ability to negotiate with vendors and enter into, implement and evaluate leases and contracts for office space, equipment, furnishings and supplies. Ability to remain apprised of new technology, developments and trends in Procurement, Facilities Management and General Services. Advanced knowledge of office equipment and supplies marketplace. Advanced knowledge of budgeting and administrative processes and procedures. Ability to produce in a fast paced environment with multiple priorities and competing demands. Excellent interpersonal skills and a demonstrated customer service orientation. Ability to interact with others with tact, diplomacy and discretion. Advanced written and oral communication skills. Highly proficient with desktop computing.
Knowledge of MS Office Suite.