Purchasing Agent

Job Title

Procurement Manager

General Statement of the Job & Essential Functions

Under limited supervision, this position oversees the city's procurement functions, and serves as the principal purchasing official for the city and responsible for the procurement of goods, services, materials, insurance and construction contractors. Reports to the Chief Financial Officer (CFO). Reviews and assigns all in-coming requisitions to purchasing staff; approves completed requisitions for compliance with City Code, line-item code, etc.; works with Buyers to determine method of procurement; reviews budget manuals and develops and monitors budget reviews for departments. Assists Chief Financial Officer (CFO) in matters related to procurement; maintains current knowledge of Virginia Public Procurement laws; recommends changes to City Code as needed; undertakes special projects, including automation of bid process and research, and modifying the automation of the bid process; works with City Attorney to compile Freedom of Information Act (FOIA) requests, prequalification of bidders, exemptions from bidding, etc., and ensures minority and small business participation, and implements the Small Business Minority-Owned Business Enterprise and Woman-Owned Enterprise (S/MWBE). Oversees surplus property management facility; oversees web page and internet-based vendor system; manages staff responsible for mail functions; prepares special reports for committees; may attend City Council meetings, as needed. Performs other duties as needed. Individual assignments will be determined by supervisor based on current workload and department needs.

Knowledge, Skills & Abilities

Has extensive knowledge of the principles and practices of modern governmental accounting, budgeting, and procurement. Has considerable knowledge of federal, State and city laws and policies concerning city fiscal operations. Has considerable knowledge of the principles of supervision, organization and administration. Is able to maintain standard accounting and control measures for city government. Is able to plan, direct and coordinate the work of other employees. Is able to prepare clear and concise reports and to compile and analyze financial statements and reports. Is able to operate standard office machines and computer-driven word processing programs. Is able to express ideas clearly orally and in writing. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Education, Experience & Special Requirements

Requires a Bachelor's Degree in Accounting, Business Administration, or a related field, and 5 - 7 years of procurement experience, or a related field, and two (2) years of supervisory experience, or an equivalent combination of education and experience. Certification as a Certified Professional Public Buyer (CPPB) or equivalent certification preferred. An acceptable general background check to include a local and state criminal history check and sex offender registry check.

Physical Demands

Must be physically able to operate a variety of automated office machines which includes computers, calculators, etc. Must be able to lift and/or carry weights of 20-50 lbs. Must be able to exert up to 10lbs of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things. Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to subordinates and assistants. Includes receiving instructions from immediate supervisor. Requires the ability to read a variety of informational documents, budget summaries, requisitions, payroll sheets, bid responses and related departmental records and reports. Requires the ability to prepare term contract lists, surveys, and annual budgets using prescribed format and conforming to all rules of punctuation, grammar, diction and style. Must be able to speak before an audience with poise, voice control and confidence. Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; to deal with several abstract and concrete variables. Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to use and interpret various legal, engineering, electrical and accounting terminology and language. Requires the ability to utilize mathematical formulas; to add and subtract totals, multiply and divide, determine percentages and decimals, to utilize basic systems of algebra, and to utilize statistical theories and inference. Requires the ability to inspect items for proper length, width and shape. Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment. Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination. Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate to high levels of stress. Requires the ability to talk and/or hear: (talking expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).

Americans with Disabilities Act (ADA) Requirements

The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.