PURCHASING MANAGER

JOB SUMMARY
The purchasing manager (or procurement manager) oversees the acquisition of equipment, supplies, services, technology, and other city projects. The purchasing department functions as a centralized department, acting as a trusted advisor to department heads while enforcing fiscal accountability and legal transparency.
MAJOR DUTIES

• Solicitations and Bidding: Create, post, and administer Invitations to Bid (ITBs), Requests for Proposals (RFPs), Requests for Quotes (RFQs), and Requests for Qualifications (RFQs) in alignment with local ordinances.
• Policy and Legal Compliance: Enforce local purchasing policies, Georgia municipal/county procurement rules, competitive bidding thresholds, and conflict-of-interest standards.
• Purchase Orders and Requisitions: Review department purchase requests for proper account coding, budget availability, and adherence to contract guidelines.
• Contract Administration: Draft, negotiate, track, renew, and close out vendor contracts, while monitoring supplier performance, insurance certificates, and pricing consistency.
• Grant and Restricted-Fund Oversight: Track grant-funded purchases, maintain match documentation, and ensure compliance with federal, state, or specialized grant rules.
• Vendor and Cooperative Relations: Maintain active vendor lists, meet with suppliers, research state contracts (such as Georgia Department of Administrative Services contracts), and utilize cooperative purchasing networks.
• Invoice and Financial Auditing: Match purchase orders, invoices, and receiving slips, resolve billing discrepancies, and route complete packages to Finance for payment.

KNOWLEDGE REQUIRED BY THE POSITION

• Familiarity with Georgia local government code and public bidding statutes.
• Knowledge of computerized financial/ERP software and job-related software programs.
• Strong independent judgment, communication, and ethical standards.
• Skill in interpersonal relations and in dealing with the public.
• Skill in maintaining files and records.
• Skill in negotiating best prices.
• Skill in oral and written communication.

SUPERVISORY CONTROLS
Chief Finance Officer assigns work in terms of very general instructions.
GUIDELINES
Guidelines include state and local purchasing rules and regulations. These guidelines require judgment, selection and interpretation in application.
COMPLEXITY/SCOPE OF WORK

• The work consists of varied purchasing, accounts and customer service duties. Strict regulations and the need for accuracy contribute to the complexity of the position.
• The purpose of this position is to coordinate the purchasing functions of the city government. Success in this position contributes to the efficiency and effectiveness of all city government operations.

CONTACTS

• Contacts are typically with department heads, other city employees, vendors, and members of the general public.
• Contacts are typically to provide services; to give or exchange information; to resolve problems; or to justify, defend or negotiate matters.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing or stooping. The employee occasionally lifts light objects.
• The work is typically performed in an office.

MINIMUM QUALIFICATIONS

• Knowledge and level of competency commonly associated with the completion of a baccalaureate degree in a course study related to the occupational field such as business administration, public administration, finance, accounting, or a related field.
• Sufficient experience to understand the basic principles relevant to the major duties of the position such as public-sector procurement, contract administration, or governmental accounting, usually associated with having a similar position for three to five years.
• Preferred Certifications: Certified Public Purchasing Buyer (CPPB), Certified Professional Public Officer (CCPO), or Certified Purchasing Manager (CPM) credentials.

The City of Pooler is a Drug-Free worplace. The City of Pooler does not discriminate on the basis of race, religion, nationality, gender, sexual orientation, gender identity, age, disability, veteran/military status, and other statuses protected by Federal or State laws.