Purchasing Officer (Lead Role)

OVERVIEW & PURPOSE

Performs responsible professional, administrative and fiscal work in the purchasing processes for the County. Responsible for participating and administering a procurement and purchasing program for the County. Work includes general administrative work within the Purchasing Division, assisting departments with hands on application of the County’s formal and informal bidding procedures and back‑up for Purchasing Specialist when absent. Work is performed under guidelines established by the North Carolina general statutes, Iredell County ordinance and procedures, as well as federal and State Grant agencies when needed, and in accordance with standard governmental practices. Knowledge, judgement and tact are required in working with department heads, private contractors, bidders, and public agencies. Work is performed under general supervision and is reviewed through periodic conferences, successful application of the purchasing and contracting procedures as they pertain to formal and informal procurement, review of reports and records, and successful operation of the procurement, purchasing, and payment systems. Reports to the Finance Director.

ESSENTIAL FUNCTIONS

Oversees and participates in the County-wide Procurement Program to ensure that all Federal, State, and County Laws, ordinance, regulations, policies and procedures are followed; works with County staff to procure needs in a timely fashion to insure that the County’s services are provided in an efficient and effective manner; solves problems in order to provide needed materials, supplies, equipment and services to County Departments to prevent unnecessary delay in service delivery; reviews and approves purchases; evaluates and recommends methods to streamline processes. Administers the formal and informal bidding processes and purchases as conducted by Department buyers; provides technical guidance to Departments to expedite the process; works with Attorneys, Engineers, Architects, staff and others to prepare bid specifications; advertise bids, conducts pre‑bid conferences, bid openings, bid evaluations and awards bids as appropriate or prepares award recommendations for Board approval according to State Laws. Manages contracts for County Services such as janitorial, cellular, propane, fuels, maintenance, etc. Reviews budgetary information to ensure authorization and availability of funds for capital outlay, contracted services, rent and leases. Manages, plans, organizes, and participates in the county’s surplus property sale program; receives property into surplus, stores, transfers property to other departments; researches and recommends disposition methods, including personal property transfer to local government entities; prepares documentation as necessary; presents disposition requests to Board of Commissioners as necessary. Acts as lead over Purchasing Specialists, providing day-to-day guidance and technical support; coordinating workflow and assigning daily work to ensure priorities are met; acting as the primary resource for questions, problem‑solving, and training; monitoring work quality and ensuring compliance with policies and procedures; providing input on employee performance, training needs, and process improvements; serve as the subject matter expert for assigned functions. In the absence of the Purchasing Specialist, or otherwise as necessary, reviews and approves electronic requisitions and converts them to purchase orders; checks budget line items to ensure funds availability; checks requisition documentation for proper quotes and support documents. Sets up vendors in the database ensuring contact information and required certifications are correct. Verifies vendor contract and product status for state contract and a variety of cooperative purchasing agreements. Acts as HUB vendor and program administrator to maintain and improve the County’s HUB program. Conducts bids for services, commodities, construction and vehicles in the informal range, $30,000 - $89,999. Prepares and maintains a wide variety of records and reports; enters data into and compiles data from various databases. Obtains quotes and serves as liaison between county departments and various supply and maintenance contract vendors for miscellaneous supplies and equipment. Establishes and maintains a wide variety of project, contracting, vendor, and related files; establishes and maintains spreadsheets and databases; creates various forms; uses specialized financial software to approve requisitions and generate purchase orders.

ADDITIONAL FUNCTIONS

Performs related duties as required.

KNOWLEDGE, SKILLS, & ABILITIES

Thorough knowledge of the State Laws, ordinances, and regulations governing the purchase and disposition of real property, materials, supplies, equipment and construction. Thorough knowledge of modern purchasing methods and procedures including formal and informal bid processes. Knowledge of modern purchasing methods and procedures including automation processes for the operation. Considerable knowledge of the application of information technology to the purchasing, procurement, and bidding processes including specialized financial software packages, spreadsheets and databases. Knowledge of the application of modern office technology to fiscal procedures including use of databases, spreadsheets and specialized financial software. Working knowledge of various grades and qualities of commodities purchased and of sources of supply and price trends. Working knowledge of County asset capitalization policies, personnel and budgeting policies and procedures. Skill in public speaking, collaborative conflict resolution, and customer service. Ability to evaluate products, services and prices. Ability to communicate effectively in written and oral forms. Ability to prepare and submit information on bids in a clear and concise format for consideration by higher levels of authority. Ability to maintain effective working relationships with suppliers, contractors, department heads, and the general public. Ability to organize work for efficient processing and meet the established legal requirements.

EDUCATION/EXPERIENCE “REQUIREMENTS”

Graduation from a two (2) year College or Business School and considerable experience in Purchasing or related business function; or an equivalent combination of education and experience.

ADDITIONAL “REQUIREMENTS”

Ability to obtain Certified Local Government Purchasing Officer Certification.

“PREFERRED” QUALIFICATIONS

NONE.

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