Purchasing Agent

Purchasing Manager

Under limited supervision, this position is responsible for the overall administration and coordination of the Office of Purchasing. Work primarily involves planning, developing and implementing policies and procedures for negotiating and entering into contracts to procure services, supplies and equipment for City departments in accordance with applicable laws and regulations, as well as managing and maintaining inventories and the transfer of supplies and equipment. Reports to the Director of Finance.

Responsible for the effective supervision and administration of the Office of Purchasing including budgeting, purchasing and financial transactions, staff organization and development, performance evaluations, employee relations, prioritizing and assigning work and related activities. Evaluates the need to fill vacant positions and recommends changes to allocated positions and divisional structure as needed, which may include the City's central warehouse, graphics and printing, mailroom and motor pool operations. Researches and prepares recommendations and reports for City management. Establishes, implements and evaluates internal systems to effectively meet operating goals and objectives.

Develops and evaluates policies and procedures to effectively carryout departmental operations; promotes staff collaboration, innovation and critical thinking in developing solutions and approaches to departmental issues. Participates in planning with senior-level City staff to facilitate consideration of alternate materials and methods, promote consolidation of purchasing, and develop responsive purchasing schedules. Recommends and may conduct training for City employees on laws, rules, regulations, policies and procedures pertaining to purchasing and procurement. Develops, implements and interprets procurement policies by monitoring state legislation for potential impacts to the City's procurement law, directing all procurement activities to staff, ensuring consistent application of procurement principles and reviewing state procurement regulations. Performs other duties as assigned.

Employees at all levels are expected to effectively work together to meet the needs of the community and the organization through work behaviors demonstrating the City's Values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

Required Knowledge

· Purchasing – Knowledge of modern methods, concepts, practices, and principles related to local government purchasing and competitive bid processes, as well as general purchasing procedures and guidelines, financial computations, statistical analysis, and forecasting techniques. Knowledge of applicable federal, state and local purchasing laws and regulations.

· Supervision – Knowledge of leadership techniques, principles and procedures to assign work, schedule, supervise, train, and evaluate the work of assigned staff.

· Customer Service – Thorough knowledge of principles and processes for providing customer services. This includes setting and meeting quality standards for services, and evaluation of customer satisfaction.

· Strategic Planning – Knowledge of strategic planning principles and theories to ensure competitive advantage and appropriate stewardship of City resources.

Required Skills

· Critical Thinking – Uses logic and reasoning to understand, analyze, and evaluate complex situations and then to research information to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to the situation. Applies general rules to specific problems to produce answers that make sense. Combines pieces of information to form general rules or conclusions.

· Judgment and Decision Making – Evaluates the best method of research and then exercises appropriate judgment in establishing priorities and resolving complex matters. Considers the relative costs and benefits of potential actions to choose the most appropriate one.

· Interpersonal Relationship – Develops and maintains cooperative and professional relationships with employees, managers, and representatives from other departments and organizations. Tactfully and effectively handles requests, suggestions and complaints.

Required Abilities

· Coordination of Work – Ability to establish and implement effective administrative and management programs and procedures. Ability to plan and organize daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Implements work activity in accordance with priorities and estimated schedules. Performs a broad range of supervisory responsibilities over others.

· Communication – Excellent ability to communicate complex ideas and proposals effectively so others will understand to include preparation of reports, agendas, and policies. Excellent ability to listen and understand information and ideas presented verbally or in writing. Ability to handle a variety of employee relations issues with tact and diplomacy and in a confidential manner.

· Accounting and Budgeting – Ability to perform arithmetic, algebraic, and statistical applications. Ability to employ economic and accounting principles and practices in the analysis and reporting of financial data.

Education and Experience

Requires a Bachelor's Degree in Business Administration, Accounting, or a related field and 5-7 years of progressively responsible experience in local government procurement with 3-4 years of supervisory experience, or an equivalent combination of education and experience. Master's Degree preferred.

Additional Requirements

Acceptable general background check to include a local and state criminal history check and a valid driver's license with an acceptable driving record. Requires certification as a Certified Professional Public Buyer (CPPB), Certified Public Purchasing Officer (CPPO) or a Certified Purchasing Manager (CPM).

Physical Requirements

· Requires the ability to exert light physical effort in sedentary to light work.

· Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).

· Tasks may involve extended periods of time at keyboard or work station.

Sensory Requirements

· Some tasks require the ability to perceive and discriminate sounds and visual cues or signals.

· Some tasks require the ability to communicate orally.

Environmental Exposures

Essential functions are regularly performed without exposure to adverse environmental conditions.