Purchasing Manager

Department/Location: Finance/Purchasing FLSA Status: Exempt Bargaining Unit: None Classification: Essential: This position is an Essential classification and will require employee to report to duty after a hurricane or emergency. Schedule: This position normally works a regular weekday daytime shift. Supervision Exercised: Purchasing Division Staff Supervision Received: Finance Director. Considerable opportunity for the use of independent initiative and judgement in work methods and procedures. General Purpose of the Position: Manage full procurement cycle for complex, capital development projects and special public works projects and programs, as well as the overall Purchasing Division. Performs advanced specialized work which includes formal and informal contracting for a wide variety of equipment, commodities, goods and services, professional services and construction. Is responsible for the activities of the Central Warehouse. Essential Duties and Responsibilities: Performs a wide variety of buying activity to ensure expedient, effective, and timely acquisition of all services and projects in accordance with local, state, and federal law. Guides client departments through all phases of the procurement process. Handle City’s procurement to include special public works procurement and major capital development projects as assigned by City Administrator and/or executive staff. Participates in short-and long-range strategic planning for Capital Improvement, special public works and related projects. Manages solicitation and contracting activities for a wide range of goods and services for multiple departments. Ensures smooth and efficient flow of work from the requisition and scope of work/services development to contract award. Advises and assists clients in specification and scope of work/services development. Writes specifications and procurement documents. Evaluates submitted bids or proposals to determine if they meet technical specifications or scope of work of the request. Reviews all solicitation documents and provides guidance and a concise plan of action addressing the procurement matters contained within the solicitation. To assess, recommend, develop and implement policies, processes, training and professional development growth programs following best practices and industry standard for procurement professionals. Evaluates appropriateness of selected purchasing methods and recommends adjustments based on best practices, industry standards and an understanding of user department needs. May advise Mayor, City Administrator and departmental staff regarding the process to seek City Council approval for associated contracts. Reviews solicitation documents and related contract and addenda documents to ensure all appropriate documents are included in Council agenda items and that documents are complete and accurate. May make presentations to clients, City Council, or at public forums. Manages the City's bid protest procedures; interacts with user departments and legal office; interprets protest data and applies applicable rules and regulations pertaining to resolution of protests. Ability to read and comprehend lengthy and complex contracts or descriptions of programs and write competitive solicitations or justifications for non-competitive purchases in a compelling and concise manner. Knowledge and understanding of regulatory compliance necessary to successfully perform job responsibilities. Interprets and applies Federal and State procurement laws, rulings and regulations. Excellent verbal and written communication skills and interpersonal skills in order to interact professionally and effectively with City staff and management at all levels, elected officials, vendors, the general public, and other stakeholders. Able to explain complex technical contracting and buying concepts to a non-technical audience. Provide professional, administrative, and technical direction and management for the central purchasing and stores functions, operations, and activities of the City. Provide annual warehouse inventory reports. Establish quality control checks to ensure conformance with acceptable budgetary procedures and other departmental requirements related to requisitions and/or expenditures/ Establish and enforce proprietary verification procedures for the receipt of supplies, equipment, and services. Promote the reassignment, utilization, and disposition of excess or surplus supplies, materials and equipment in accordance with applicable laws, rules, and regulations. Knowledge, Skills and Abilities Required: Ability to research and evaluate professional procurement practices, principles, methods and procedures, and to formulate corrective actions, adjustments, and improvements. Forecasts price and market trends to identify trends and interprets the potential impact on current and future contracts and shares relevant trends to internal and external staff members. Considerable knowledge of procurement principles and practices; procurement policies and procedures and the ability to apply this knowledge; legal requirements, rules, and regulations pertinent to a municipal purchasing; standard office practices and procedures; municipal organizations, programs and policies. Knowledge of the Florida Sunshine Law and Public Records Law as it pertains to public procurement. Knowledge and understanding of applicable accounting policies, procedures, and operations of computer system purchasing and accounting interfaces. Ability to plan, review, motivate and evaluate staff of clerical and warehouse employees. Ability to understand and follow complex oral and written instructions. Skill in public relations and interpersonal relations. Ability to establish and maintain effective working relationships with City officials, associates, and the general public. Ability to think and communicate strategically and analytically. Performs other related duties as assigned. This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. Duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship. #J-18808-Ljbffr Cities, Inc.