Purchasing Manager

Job Description

Job Description

PURCHASING MANAGER

Pay Grade: 8

Position Summary

Under the general direction of the Procurement Administrator the Purchasing Manager is responsible for the administration, development, issuance, evaluation, negotiation, and award of formal and informal procurement solicitations for Detroit Wayne Integrated Health Network (DWIHN). This position assists the Procurement Administrator in coordinating the daily operations of the Procurement Department by providing operational leadership, assisting with the supervision and development of procurement staff, coordinating procurement activities, and ensuring compliance with DWIHN policies and applicable federal, state, and local procurement requirements.

The Purchasing Manager actively participates in competitive procurement activities to develop and administer solicitations, coordinate procurement schedules, and support departmental objectives. The position exercises independent judgment in the administration of assigned procurement activities while supporting the Procurement Administrator in implementing departmental initiatives, maintaining procurement compliance, and promoting continuous process improvement.

The Purchasing Manager serves as a procurement resource for staff, stakeholders, and vendors throughout the procurement lifecycle and assists in maintaining the quality, consistency, integrity, and efficiency of Procurement Department operations.

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Essential Functions

Procurement and Solicitation Management

• Collaborate with the Senior Buyer to plan, develop, issue, evaluate, negotiate, and award formal and informal competitive procurements.

• Prepare, review, and administer Requests for Proposals (RFPs), Requests for Qualifications (RFQs), Invitations for Bids (IFBs), Requests for Information (RFIs), and other procurement documents.

• Coordinate procurement projects with internal departments to identify business needs, develop scopes of work, and establish solicitation requirements.

• Facilitate pre-bid conferences, evaluation committee meetings, vendor presentations, negotiations, and procurement recommendations.

• Prepare and review procurement-related documents, including addenda, evaluation tools, recommendation memorandums, determination letters, intent-to-award notices, and procurement justifications.

• Conduct market research and procurement planning activities to support competitive procurement strategies.

• Ensure procurement activities are conducted in accordance with DWIHN policies and applicable federal, state, and local procurement requirements.

• Provide procurement guidance regarding procurement methods, solicitation strategies, competitive requirements, and contract administration.

Contract and Procurement Administration

• Assist with the preparation, review, renewal, amendment, and administration of contracts and procurement-related agreements.

• Review requisitions, purchase orders, procurement justifications, and supporting documentation for accuracy, completeness, and compliance.

• Maintain complete and accurate procurement records in accordance with organizational policies and record retention requirements.

• Assist with vendor performance monitoring and the resolution of procurement-related issues.

• Participate in procurement audits, compliance reviews, and corrective action initiatives as necessary.

Department Operations

• Assist the Procurement Administrator in supervising, mentoring, and developing the Senior Buyer, Procurement Agents, and assigned procurement staff.

• Coordinate the daily activities and workload of procurement staff to support departmental priorities and procurement timelines.

• Provide day-to-day guidance and technical support to procurement staff.

• Review procurement work products for quality, consistency, accuracy, and compliance prior to executive review.

• Assist with employee training, onboarding, and professional development initiatives.

• Promote collaboration, accountability, and continuous improvement throughout the Procurement Department.

Technical and Organizational Support

• Serve as a procurement subject matter expert and resource for departments, stakeholders, staff, and vendors.

• Provide guidance regarding procurement regulations, procedures, policies, and best practices.

• Assist the Procurement Administrator with developing and improving procurement policies, procedures, templates, forms, and training materials.

• Assist with procurement reporting, operational planning, and departmental initiatives.

• Support implementation and continuous improvement of procurement technology and electronic procurement systems.

• Perform other related duties as assigned.

Minimum Qualifications

Education

Bachelor's degree from an accredited college or university in Business Administration, Public Administration, Purchasing, Procurement, Supply Chain Management, Finance, Accounting, or a closely related field.

Experience

• Minimum of five (5) years of progressively responsible professional procurement or purchasing experience.

• Minimum of three (3) years independently administering formal competitive solicitations, including Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and Invitations for Bids (IFBs).

• Minimum of two (2) years of experience administering public sector procurements.

• Minimum of two (2) years of experience leading, coordinating, mentoring, or assisting in the supervision of procurement professionals.

• Experience with federally funded, grant-funded, or Medicaid-funded procurements is preferred.

Knowledge, Skills, and Abilities

• Thorough knowledge of public procurement principles, practices, and procedures.

• Knowledge of competitive solicitation development, evaluation, negotiation, and contract administration.

• Knowledge of applicable federal, state, and local procurement regulations.

• Knowledge of public procurement ethics and best practices.

• Knowledge of electronic procurement systems, including BidNet Direct (MITN) or comparable electronic solicitation platforms.

• Advanced proficiency with Microsoft Office Suite, including Microsoft Word, Excel, Outlook, PowerPoint, and Teams. Demonstrated ability to perform mail merges; create, edit, and maintain standardized procurement templates and boilerplate solicitation documents; utilize advanced Excel formulas and functions for procurement analysis and reporting; prepare executive correspondence, evaluation documents, and Board materials; and develop professional reports, spreadsheets, and presentations.

• Demonstrated ability to effectively manage multiple complex procurement projects, formal competitive solicitations, contract administration activities, and competing departmental priorities while maintaining exceptional attention to detail, regulatory compliance, and timely completion of assignments in a fast-paced, technology-driven, hybrid work environment.

• Experience utilizing enterprise financial or contract management systems.

• Strong leadership, organizational, analytical, negotiation, and problem-solving skills.

• Excellent written, verbal, and interpersonal communication skills.

• Ability to communicate effectively with executive leadership, departments, vendors, and evaluation committees.

• Ability to work effectively with diverse internal and external stakeholders.

Professional Certification

• Possession of a Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) certification is preferred at the time of hire.

• Employees hired without a CPPB or CPPO certification must obtain and maintain the CPPB or CPPO certification within two (2) years of their date of hire as a condition of continued employment.

• Additional procurement certifications, including NIGP Certified Procurement Professional (NIGP-CPP), are desirable.

Working Conditions

Work is generally performed in a professional office environment with periodic travel throughout Wayne County and the State of Michigan. The position may be eligible for remote or hybrid work in accordance with DWIHN policy and operational needs.

This description is not intended to be a complete statement of job content, rather to act as a general description of the essential functions performed. Management retains the discretion to add or change the position at any time.

Please Note: DWIHN requires proof of being fully vaccinated for COVID-19 as a condition of employment. Medical or religious accommodations or other exemptions that may be required by law, will be approved when properly supported. Further information will be provided during the recruitment process.

The Detroit Wayne Integrated Health Network is an Equal Opportunity Employer