Procurement & Contracts Manager

Procurement & Contracts Manager
Salt Lake City Public Library

Salary:    Starting $32.10/hour $66,768.00/annual Depending on qualifications

Posted:    September 5, 2025

Closes:    Open until filled, preference given to candidates that apply by September 22, 2025

FLSA Status:    Full-time/ Exempt

Reports to:    Chief Financial Officer, Tyler Bahr

About the Library

The City Library builds a foundation of equity, connection, and limitless possibility. We are active in our community and collaborate to address needs and realize aspirations. We connect people to information, resources, experiences, and each other. Our work sustains a vibrant Salt Lake City. Guided by a deep understanding of the aspirations, needs, and motivations of our customers, The City Library takes a human-centered approach to designing and delivering meaningful services, collections, resources, spaces, programs and events to all members of the community.

Library staff are highly engaged, purpose-driven, people-centered, and express a high level of satisfaction with their work. The City Library is an Equal Opportunity Employer and is committed to a diverse workforce.

Click here to learn more about what makes The City Library a great place to work and why Salt Lake City is a great place to call home.

About the Position

The Procurement & Contracts Manager performs a variety of general to complex procurement and contract management functions with minimal supervision. Those functions include but are not limited to facilitating all aspects of the procurement process as well as contract negotiations and development and requires managing several tasks and deadlines simultaneously. This position also maintains a recording keeping system that adequately documents procurement activities and tracks Library contracts.

Primary Responsibilities

• Develop and Promote Adherence to Procurement Policies.

  • Engages in continuous knowledge and skill development regarding rules, regulations, tools, products, techniques and performance standards.

  • Develops policies, procedures and strategies that improve the Library’s procurement methods.

  • Develops procurement policies, procedures and strategies that promote diversity and equity. 

  • Manages purchasing in the event of a system-wide disaster.

  • Promotes adherence to procurement policies by fostering positive working relationships and distinguishing the procurement role as process facilitator, removing unnecessary barriers for Library staff and partners seeking to do business with the Library. 

• Administer Procurement Procedures.

  • Processes requisitions, purchase orders and change orders on a timely basis and in compliance with Library policies.

  • Maintains a list of approved/preferred vendors.

  • Communicates and coordinates with Library departments regarding needs for services, materials, supplies, equipment and furniture, and required delivery schedules.

  • Assists in identifying appropriate sources, competitive methods, cost analyses, and contract formats.

  • Proactively identifies cost savings opportunities through use of solicitations and cooperative contracts.

  • Prepares routine general solicitation documents and incorporates unique specifications to meet department needs.

  • Releases solicitations (telephone quotations, requests for quotations, requests for bid, requests for qualifications, and requests for proposals) to vendors in a standardized consistent method and in compliance with Library posting requirements and best procurement practices and strategies.

  • Reviews and evaluates bid objectives and award evaluation criteria to ensure compliance with Library solicitation goals, requirements and best procurement practices and strategies.  

  • Coordinates reviews, tabulations and analysis of submittals for compliance and recommendations for award.

  • Coordinates pre-bid meetings, bid openings, site inspections, and post award meetings.

  • Serves as a liaison between departments and vendors for initial services, warranty issues, or to assist with performance issues, disputes and claims.

• Develop and Track Contracts. 

  • Maintains familiarity with State of Utah Purchasing contracts and other cooperative purchasing agreements available to the Library.

  • Administers system-wide Library contracts for products and services that may be used by all Library departments to benefit the Library through economies of scale. 

  • Prepares, reviews and ensures execution of contracts, contract amendments, and leases including product or service specifications, contract terms and conditions, scope of work, and fee schedules.

  • Works closely with the Library’s legal counsel to ensure contracts and contract amendments comply with established legal requirements and formats.

  • Ensures completeness of all certificates of insurance upon execution of new contracts and for certificates that may expire during the contract term. 

  • Assists with resolving contract problems between the Library and contracting parties by interpreting and clarifying contract provisions and intentions, amending or terminating contracts, or recommending other appropriate action. 

  • Resolves fee and price increase requests from contract suppliers.

  • Maintains a contract database and manages the renewal and expiration process for contracts based upon historical data, compliance with contract terms and department feedback.

  • Maintains a warranty database and coordinates known warranty work within the warranty period.

• Insurance Contracts.

  • Manages insurance contracts and the Library’s relationship with insurance brokers.

  • Coordinates with insurance providers and serves as primary internal contact for property damage claims and claims against the Library.

• Systemwide Employee Expectations.

  • Contributes to and maintains positive organizational culture, proactively staying informed of updates across the system.

  • Actively integrates equity practices into daily work. 

  • Pursues individual growth and development and completes required training.

• Working Relationships. Fosters good working relationships with people including staff, patrons, volunteers, vendors and community partners. Accepts and completes assignments from supervisor, manager or other Library staff in a professional and timely manner.

• Other Duties. 

  • Assists with the preparation of the Library’s annual budget as needed.

  • Coordinates with Library departments to dispose of surplus, obsolete, and unusable personal property in accordance with Library policy.

  • Presents oral and written reports to management to communicate findings and recommendations.

  • Collaborates on risk management

  • Assists with backup of Finance staff to ensure the smooth functioning of the Finance department.

  • Performs other duties as assigned or required.

Minimum Qualifications:

• Bachelor’s degree with an emphasis in purchasing, contract management, public administration, business administration, accounting or a related field. Two to four years of purchasing,contract management, or project management related work experience. Education and work experience may be substituted on a year for year basis.

• Knowledge of philosophies, methods, and techniques related to public procurement including the solicitation and purchasing processes.

• Knowledge of general contract principles including, but not limited to, contract formation, terms and conditions, and remedies.

• Knowledge of general project management and systems design principles.

• Knowledge of Microsoft Office applications, including Word and Excel and Google applications, including Gmail, Google Docs, and Google Sheets.

• Be bondable.

Preferred Qualifications:

• Government procurement experience.

• Spanish language and/or other non- English language skills.

Working Environment:

• Work is performed in an office setting.

• Subject to standing or sitting for extended periods of time.

• Must be able to lift/carry materials, up to 15 lbs.

Schedule:

• Full-time 40 hours per week. Evenings and weekends may occasionally be required. 

Other Information:

• Completion of criminal background check will be required, if the candidate is over eighteen (18) years of age.

• The City Library participates in the federal Employment Eligibility Verification Program (E-Verify). Employment is contingent upon confirmation of your employment eligibility through the E-verify system.

• The City Library is an Equal Opportunity Employer and is committed to a diverse workforce.

Compensation: 

• Starting Range 20; Starting $32.10/hour $66,768.00/annual. Compensation is commensurate with experience.

• This is a full time position and includes excellent benefits such as paid vacation, health and life insurance and retirement benefits.

• Position may be underfilled as a Procurement & Contract Specialist, Grade 18 Starting Range $28.25/hour $58,760.00/annual.

How to apply:

• Open until filled, preference will be given to candidates that apply by September 22, 2025.