Job Title:         Vendor Liaison II

Job Series:       Vendor Liaison

FLSA Status:     Exempt

OCC Group:      Financial Services

Job Code:        R46203

Approved:       8/8/2023

GENERAL STATEMENT OF DUTIES

This position participates on a broad-based team that works with and manages all activities associated with effectively building and maintaining external third-party partner/vendor/outsourcing relationships.  The position may serve as the primary liaison between the Judicial Department and individual vendors during the contract management lifecycle. This position will recommend frequency of audits, contract reviews and policy standards to the Purchasing Manager.  The position will work with leadership groups and participate in the development of scopes of work, contract terms and sourcing strategies, and vendor relationship management strategies for all contract types. 

DISTINGUISING FACTORS

This position serves the subject matter expert and lead for the Vendor Liaison job class.

ESSENTIAL FUNCTIONS OF THE POSITION

Reviews, recommends, and drafts policy, process, and procedure changes and/or uniformities to the Purchasing Manager.

Serves as the primary vendor contact and as the liaison between Department staff and vendors to develop successful vendor relationships.

Collaborates with Department staff to ensure vendor partners are effectively managed and contracts are fully leveraged.

Works with Department staff to develop processes by which vendors are evaluated and selected during the solicitation process and measured during the contract process.

Ensures that each vendor meets Judicial contract and program criteria, according to established guidelines.

Receives and coordinates feedback from Department staff regarding vendor performance.

Supports budget cycle by providing vendor-related information. Compiles and analyzes trends that affect budgetary needs.

Assists in the development of internal management reports.

Conducts monitoring activities of insurance, background, and certification requirements on existing contracts and works with vendors to cure noncompliance.

Assists with and participates in resolving vendor or Department contract-related inquiries, concerns, complaints, and problems.

Notifies and informs Department staff about any contract-related problems, developments, improvements, process, or procedural changes.

Conducts vendor outreach and research. 

Provides training to vendors on how to do business with the Department.

Attends meetings and trainings as required.

Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

Responsible for one's own work product and may provide guidance, assistance, or mentorship to Judicial employees involved in the vendor selection, contract, and management process. May provide guidance, assistance, or mentorship to less knowledgeable or experienced coworkers, volunteers, or interns.  This may include scheduling of work, instructing in work methods, and reviewing work products.

QUALIFICATIONS   

To perform this job successfully, an individual must be able to perform each of the above essential functions satisfactorily. The requirements listed below are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

Graduation from an accredited college or university with a bachelor's degree and three years of experience contracting, purchasing, or managing vendor relationships.

OR

Five years of experience in contracting, purchasing, or managing vendor relationships.

AND

Knowledge of: 

1. Principles, practices, and techniques of managing contracts, and enforcing contract provisions. 
2. Federal or state laws, codes and regulations, and practices pertinent to areas of responsibility. 

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to use hands and fingers and reach with hands and arms. The employee is occasionally required to stand and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.

WORK ENVIRONMENT

The noise level in the work environment is usually quiet. This position is subject to varying and unpredictable situations; may handle emergency or crisis situations; is subject to many interruptions; may handle multiple calls and inquiries simultaneously; and may occasionally handle absentee replacement on short notice.