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 General Services Department pertaining to centralized procurement, including the purchase of supplies, materials and services; ensure compliance with City purchasing rules, regulations, policies and procedures; research governing law and evaluate policies and practices to ensure compliance; attend public meetings and make presentations; negotiate and manage complex contracts; perform contract administration from award to project close out; monitor contract performance; evaluate customer satisfaction; ensure the City receives the best values for expenditures of public funds and to perform a variety of duties relative to assigned areas of responsibility.
JOB CLASSIFICATION
Exempt, Non-Safety Sensitive.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the Chief Financial Officer.
Exercises direct supervision over professional, technical, and clerical 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. Assume supervisory responsibility for all services and activities of the centralized procurement.
2. Plan, prioritize, assign, supervise, and review the work of staff responsible for providing centralized procurement; review and evaluate work products, methods and procedures; meet with staff to identify and solve problems.
3. Manage a large volume of complex, advanced, high profile, and politically sensitive projects; develop and administer a fair and competitive procurement process; prepare solicitations; develop evaluation criteria and establish procurement timeline; verify budget; facilitate public informational meetings; conduct evaluation committee meetings and project interviews; ensure best practices in procurement processes and contracts are utilized.
4. Identify improvements by reviewing legislative requirements, City compliance issues and codes, coordinating efforts with departments and legal representatives, conducting random audits, analyzing transactions, reviewing invoices, documenting findings, and advising contractors and departments.
5. Ensure compliance with legal, ethical, technical, regulatory, and contractual requirements; understand, communicate, train, and enforce the City’s procurement policies and procedures; ensure compliance with the City’s contract terms and conditions.
6. Issue formal and informal requests to solicit market information on current products and services; develop new sources of supply; evaluate vendor performance; and complete credit applications for lines of credit with suppliers.
7. Monitor existing vendor contracts, review terms, conditions, and performance relative to contract.
8. Process claims with vendors for damaged materials; monitor invoices for accuracy; obtain credits where appropriate.
9. 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.
10. 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.
11. Serve as the 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; escalate issues as needed.
12. Participate in the development and implementation of goals, objectives, policies, procedures, and priorities for assigned programs; recommend improvements and modifications.
13. Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of procurement.
14. Respond to and resolve difficult and sensitive citizen inquiries and complaints.
15. Prepare and maintain a variety of records and logs; prepare a variety of reports; provide responsible staff assistance to the General Services Director.
QUALIFICATIONS
Knowledge of:
Operations, services and activities of a centralized procurement and stores program.
Purchasing procedures, practices and negotiation techniques.
Principles and practices of contract administration.
Principles and practices of a formal bidding process.
Principles of supervision, training and performance evaluation.
Supplies, services and equipment typically used in municipal services and the sources for such products.
General laws, regulations and procedures applicable to bidding and purchasing operations.
Effective communication and public speaking techniques.
Principles and practices of data collection and report preparation.
Modern office procedures and methods including computers and supporting word processing and spreadsheet applications.
Pertinent 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 review the work of assigned staff.
Perform complex duties in support of a centralized procurement and central stores program.
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.
Maintain accurate procurement records.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Speak, read, comprehend, and write the English language fluently.
Experience and Training Guidelines
Minimum Requirements:
Experience:
Five years of increasingly responsible professional accounting, administrative, and customer service experience, including two years of administrative and supervisory experience and responsibility.
Training:
Bachelor’s degree from an accredited college or university with major course work in accounting, business, or a related field, supplemented by specialized training in procurement.
Other combinations of experience and education that meet the minimum requirements may be substituted.
WORKING CONDITIONS
Environmental Conditions:
The job is performed in the following working environment:
Office environment; exposure to computer screens.
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.