PURCHASING MANAGER - FINANCE

Job Description

Job Description

PURCHASING MANAGER - 2116

GRADE - 124

PAY RANGE - $88,337.60 - $125,923.20/yr - DOE- Plus a comprehensive benefits package

GENERAL STATEMENT OF DUTIES:

Leads the city-wide Purchasing Division of the Finance Department in the full procurement of goods/services; contract management/bidding oversight; vendor/supplier relationships and the development of purchasing strategies/policies and procedures that align with the overall budget and strategic goals of the city; performs directly related work as required.

DISTINGUISHING FEATURES OF THE CLASS:

The principal function of an employee in this class is to lead the city-wide Purchasing Division in the full procurement of goods/services; contract management; vendor/supplier relationships; strategic sourcing and the development of purchasing strategies/policies and procedures completed within the confines of the law, ordinances, rules and municipal regulations. The work is performed under the supervision and direction of the Mayor, Aldermen and Finance Director but considerable leeway is granted for the exercise of independent judgement and initiative. The nature of the work performed requires that an employee in this class establish and maintain effective working relationships with City employees, outside vendors/suppliers and the public. The principal duties of this class are performed in a general office environment.

EXAMPLES OF ESSENTIAL WORK:

• Plans, organizes, directs and evaluates the work of Departmental staff in implementing the expressed goals, policies and directives of the Purchasing Division;
• Develops, recommends and implements updates to City’s purchasing strategies and departmental policies and procedures in accordance with applicable laws, ordinances, rules and regulations;
• Collaborates with Mayor and Finance Director to ensure requisitioning; ordering systems and inventories are managed with due attention to a system of internal control, monitoring of budgeting constraints and loss prevention;
• Oversees competitive solicitation of the procurement of all goods/services in accordance with ordinance and budget thresholds;
• Oversees essential risk management techniques and processes related to purchasing and contracting functions to protect assets of the city;
• Oversees the city’s personal property and inventories;
• Assumes accountability for the issuance, receipt, opening, tabulation, evaluation, distribution and award of all bids/Requests for Proposals (RFP) and Requests for Quotation (RFQ), collaborating with appropriate city divisions;
• Oversees and approves the use of all city solicited and intergovernmental purchasing contracts;
• Confers with Mayor and Finance Director in the negotiation and award of subsequent contracts, including Departmental recommendations;
• Oversees city-wide contract documents;
• Facilitates elevated contract issues and disputes;
• Approves the issuance of all city purchasing cards (P-Cards);
• Provides oversight over all Department contracts, including an annual renewal or re-bidding process, contract preparation and management coordination;
• Oversees bid results for quality and cost effectiveness considerations;
• Oversee cooperative purchasing projects with other municipalities and State agencies as necessary;
• Coordinates the dispersal of antiquated equipment and excess supplies;
• Ensures all purchasing within the Department is performed with a strict adherence to current ethical standards;
• Supervision and full evaluation and discipline of staff, oversees recruitment for the division, training, planning and assignment and direction of work;
• Reviews and approves all weekly division time sheets;
• Provides guidance and demonstrations to new employees in similar positions;
• Keeps supervisors informed of work progress, issues, and potential solutions;
• Attends meetings and training to stay current on relevant practices and developments;
• Responds to citizen inquiries courteously and promptly;
• Coordinates regularly with others to enhance interdepartmental efficiency; and
• Performs additional duties as required by the classification.

REQUIRED KNOWLEDGE SKILLS AND ABILITIES:

• Comprehensive knowledge of current public sector purchasing practices, State laws and City ordinances;
• Comprehensive knowledge of business methods, markets and purchasing practices;
• Comprehensive knowledge of various grades and qualities of a variety of materials, supplies and equipment used by the city in assigned division;
• Thorough knowledge of standard accounting principles and practices;
• Thorough knowledge of standard office procedures, practices and equipment;
• Thorough knowledge of computer purchasing and stores, spreadsheets and word processing applications currently in use by the Department;
• Ability to communicate effectively with others, both orally and in writing, using both technical and non-technical language;
• Ability to supervise, train, evaluate and coordinate the work of others;
• Ability to understand and follow oral and/or written policies, procedures and instructions;
• Ability to prepare and present accurate and reliable reports containing findings and recommendations;
• Ability to operate a personal computer using standard or customized software applications appropriate to assigned tasks;
• Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;
• Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Ability and willingness to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology;
• Integrity, ingenuity and inventiveness in the performance of assigned tasks.

ACCEPTABLE EXPERIENCE AND TRAINING:

• Graduation from an accredited college or university with a Master’s Degree in Accounting; Business Administration; Finance, Supply Chain Management or related; and
• Three to Five years of experience in purchasing and supervisory operations; or
• Graduation from an accredited college or university with a Bachelor’s Degree in Accounting; Business Administration; Finance Supply Chain Management or related; and
• Six or more years of experience in purchasing and supervisory operations; or
• Any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work.

REQUIRED SPECIAL QUALIFICATIONS:

• Certified Public Procurement Officer (CPPO), preferred;
• Certified Public Accountant (CPA), preferred;
• Certified Professional Purchasing Manager (CPPM), preferred;
• Institute for Supply Management (ISM) Certified Professional in Supply Management (CPSM), preferred;
• Graduate Certificate in Supply Management, preferred (If Bachelor’s Degree only).

ESSENTIAL PHYSICAL ABILITIES:

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively;
• Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to review a wide variety of written material in both electronic and hard copy;
• Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate a personal computer and related equipment;
• Sufficient strength and endurance, with or without reasonable accommodation to lift, carry and move objects, through a full range of motion, up to 10 pounds occasionally, 5 pounds frequently and 2 pounds consistently;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to function within the general office environment.