Minority Business Procurement Coordinator

City of Charlottesville, VA - Charlottesville, VA4.0

The Procurement and Risk Management Services Division of Charlottesville Finance is seeking a qualified candidate to join our team as the Minority Business Procurement Coordinator. The City seeks an individual who is highly motivated and who strives for success by demonstrating Charlottesville's Core Values of Leadership, Trust, Creativity, Respect, and Excellence.


This position will facilitate the City's Minority Business Program (MBP) and perform procurements that range in complexity and provide professional and technical support for the Procurement and Risk Management Services Division.

Work involves considerable individual responsibility and exercising independent judgment related to the procurement of a wide variety of goods, non-professional and professional services and construction; and does related work as required. Work is accomplished under federal, state and local law such as the Virginia Public Procurement Act, City Code, grants, and other applicable law. For Charlottesville Area Transit, conduct procurements under the Federal Transit Administration requirements and other applicable law.

Work is performed under the general supervision of the Procurement and Risk Manager and/or Buyer III.

Essential Responsibilities and Duties:
In collaboration with various stakeholders, cultivate and develop the City's federal and state Minority Business Program (MBP) to support the growth of the program. The MBP includes these businesses: under the federal program - Minority Business Enterprise (MBE), Women Business Enterprise (WBE), Disadvantaged Business (DBE), Veteran Business Enterprise (VBE), and Small Business Administration (SBA), AND under the state program – Small, Women-Owned and Minority-Owned businesses and Micro businesses (SWaM-O) and Service Disabled Veterans (VBE), Employment Service Organization (ESO) and any other businesses which are part of the City's MBP. Businesses covered by the City's MBP are herein called MBP businesses and/or vendors.
Cultivating and developing the City's MBP includes, but is not limit to:
Identifying and minimizing barriers that impede MBP Businesses from doing business with the City.
Collecting and analyzing City department/division spend data in combination with collecting and analyzing MBP business certification data, and market to City departments/divisions to show MBP businesses that sell what departments buy.
Identify saturated markets & unsaturated markets as areas of possible business growth for MBP businesses and provide meaningful data to Economic Development for their use in business development.
Increase the City's contracting with MBP businesses and measure success.
Provide internal and external MBP training.
Serve as a Central Buyer and complete procurement processes using varying methods of procurement such as small purchase procedures, competitive sealed bidding, competitive negotiation, sole source, emergency and cooperative procurements.
Evaluates the need for citywide and department specific term contracts based on analysis and assessment of purchase history and projection of future needs.
Facilitates decentralized procurement program, and reviews purchases requested by decentralized buyers/end users under the City's small purchase procedures and approves or denies contracts (purchase orders) based on applicable procurement laws, ordinances, policies and regulations.
Assists decentralized buyers/end users with the planning and scheduling of purchases, including the development of specifications and/or scope of work, and assists decentralized buyers/end users with Contract Administration procedures.
Provides customer service to include assisting internal and external customers with various requests for assistance or information as needed, including Freedom of Information Act requests related to the MBP.
Utilizes procurement resources to assist in making sound procurement decisions.
Independently manages special projects as assigned within the division and performs related tasks as required.
Represents the City at various trade shows and outreach events, and provides training to vendors on how to do business with the City.
Conducts training for City departments on SAP purchasing functionality such as creating requisitions, purchase orders, contract purchases, receiving and the payment process. Assists decentralized buyers/end users with the SAP purchasing and inventory transactions.
Acts a back-up to Buyer III

Education, Experience and Skills: Minimum Qualifications:
  • Minimally requires an Associate's Degree in Business Administration or any combination of education and experience equivalent to graduation from high school supplemented by college level courses in business administration or related field.
  • Minimum of two years of experience in procurement, construction, or business services to assist minority/women business enterprises; or any equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities for this job.
Special Requirement:
  • Must be certified as a Virginia Contracting Officer, Certified Professional Public Buyer, Certified Professional Procurement Officer or other professional procurement certification within 3 years of employment start date.
Preferred Qualifications:
  • Experience in local government preferred.
Skills: Thorough knowledge of standard office practices, procedures, and equipment; excellent written and verbal skills; strong organizational skills; strong computer skills including experience with Microsoft Office and automated systems; general knowledge of common business methods, marketing and purchasing practices; knowledge of federal, Virginia laws and the City Code as they relate to public purchasing; general knowledge of automated purchasing and inventory systems; knowledge of contract and procurement law and methods of procurement; contract negotiation; experience in a multi-functional fast paced environment; ability to interpret policy; ability to set priorities and perform tasks with little supervision; and the ability to establish effective working relationships with other departments, other officials, vendors, and the general public; ability to work independently, but seek guidance from others when needed; ability to adjust routine procedures to accommodate challenges or improve processes, ability to adjust to typical work stressors (deadlines, disagreeable contacts, etc.); ability to interpret and deal with an extensive variety of variables. Experience with an Enterprise Resource Planning (ERP) system preferred, specifically with purchasing and inventory modules. SAP related experience a plus.
Physical Conditions & Work Contacts: Standard work environment.