Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Supervise and coordinate the activities and operations of the Purchasing Division within the Financial Operations Division pertaining to centralized procurement and central stores; provide responsible staff assistance and support to the management team; perform complex duties and responsibilities in support of the City's centralized purchasing program including the purchase of supplies, materials and services; ensure compliance with City purchasing rules, regulations, policies and procedures; and perform a variety of duties relative to assigned areas of responsibility including Parking field operations.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the Financial Operations Manager.
Exercises direct supervision over professional, technical and administrative support staff.
PRIMARY DUTIES--The following are examples of primary duties assigned to positions in this classification. Other related duties and responsibilities may be assigned.
1. Manage and oversee all services and activities of the centralized procurement and central stores programs.
2. Coordinate, supervise, and administer Parking field operations including parking garage operations, meter replacement and maintenance, and new parking construction.
3. Plan, prioritize, assign, supervise and review the work of assigned staff; participate in the selection of assigned staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures.
4. Perform complex duties of the City's centralized purchasing program; prepare and administer formal bids and proposals; negotiate and finalize terms of agreement with selected sources; coordinate and prepare contract documents; and ensure compliance with City procurement policies, procedures, rules and standards.
5. Coordinate competitive bidding process; issue requests and invitations for qualifications and proposals for acquisition of services and goods; establish review committee to rank submittals; prepare and disseminate correspondence and documentation including status reports, selection/non-selection, and schedule meetings.
6. Receive certification of informal quotations, purchase worksheet and final specifications from City departments for needed goods and services; based on established price limits, prepare purchase orders and send to vendors or prepare formal competitive bids for bid process; as required, prepare and send formal bid recommendation to appropriate staff, City Manager or City Council for approval.
7. Administer construction and/or special project contracts as assigned; coordinate with department and division managers as necessary to ensure successful completion of the project and administration of the contract.
8. Coordinate activities with other City departments and with outside agencies; consult with departmental representatives on purchasing needs, specifications, areas of standardization, procedures, complaints and special problems including obtaining special application materials; prepare cost estimates for budget recommendations.
9. Participate in the development and administration of the division's annual budget; participate in the forecast of funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; implement adjustments.
10. Serve as liaison for the Purchasing Division with other divisions, departments and outside agencies; provide assistance in procurement related activities; provide budgetary estimates; negotiate and resolve sensitive and controversial issues.
11. Participate in the development and implementation of goals, objectives, policies, procedures and priorities for assigned programs; recommend improvements and modifications; provide responsible staff assistance to management.
12. Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of procurement.
13. Provide oversight of related records systems; research, review and prepare a variety of reports.
14. Perform other duties of a similar nature or level.
QUALIFICATIONS
Knowledge of:
Principles of supervision and training.
Operations, services and activities of a centralized procurement and stores program.
Purchasing procedures and practices.
Negotiation techniques.
Principles and practices of contract administration.
Principles and practices of a formal bidding process.
Supplies, services and equipment typically used in municipal services and the sources for such products.
Warehousing methods and practices including inventory control procedures.
Modern office technology and equipment, including computers and related software applications.
Applicable Federal, State and local codes, laws and regulations.
Ability to:
Oversee and participate in the management of a comprehensive procurement and central stores program.
Oversee, direct and coordinate the work of assigned staff.
Evaluate quality and price of products to judge suitability of goods and alternatives offered.
Develop new sources of supply.
Ensure compliance with City and mandated procurement rules, regulations and standards.
Analyze, evaluate and modify purchasing methods and procedures.
Prepare written and oral presentations including technical presentations.
Train City staff in requisition and purchasing procedures.
Monitor and ensure accuracy of procurement records.
Operate and use modern office equipment including computer and various software applications.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Experience and Training Guidelines
Equivalent to:
Experience:
Five (5) years of increasingly responsible professional procurement experience including one (1) year of supervisory responsibility.
Training:
Bachelor’s degree from an accredited college or university with major course work in purchasing, accounting, business administration, or a related field.
Other combinations of experience and education that meet the minimum requirements may be substituted.
License or Certificate
Possession of certification as a Professional Public Buyer is desirable.
Possession of, or ability to obtain, a valid Colorado driver’s license.
WORKING CONDITIONS
Environmental Conditions:
The job is performed in the following working environment:
Office environment.
Physical Conditions:
The job is characterized by:
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
The following physical activities are very or extremely important in accomplishing the job’s purpose and are performed on a daily basis:
While performing the duties of this job, the employee is required to sit for prolonged periods. The employee is regularly required to see, hear, talk, stand, twist and use repetitive motions in the conduct of work. The employee is also required to perform light lifting.