POSITION SUMMARY This position is responsible for directing the city's purchasing functions within the Finance Department. This position supervises purchasing staff. The position may serve as the purchasing agent for the city.
MAJOR DUTIES AND RESPONSIBILITIES
- Prepares and supervises the timely procurement of all goods, supplies and services needed, in accordance with all applicable federal, state and local laws, policies and procedures.
- Researches, analyzes and develops bid specifications for purchasing supplies, equipment, materials and services for the City; collects, reviews, and revises existing specifications, prepares solicitations for services and commodities in conjunction with requesting departments; and makes recommendations regarding product and/or professional services selections
- Serves as the purchasing card administrator. Serves as a liaison between the city's card holders and the issuers of such cards, maintains the cardholder agreements for all card holders, provides instruction, training and assistance to cardholders, maintains account information and secure all cardholder information, keeps cardholders up to date on new or changing information, ensures all card accounts are being utilized properly as set forth by state law and city policies
- Provides oversight of compilation of vendor and supplier lists for bid and proposal distribution; distributes bids and proposals to qualified vendors and suppliers; researches vendors, suppliers, and market conditions; reviews bids and proposals from suppliers; evaluates supplier performance and contract compliance; verifies use of registered suppliers; answers questions from vendors and suppliers regarding the City's purchasing policies and procedures, procurement laws, and other issues.
- Selects appropriate procurement methods, oversees competitive solicitation process from inception to completion; prepares invitations to bid and request for proposals; obtains competitive quotes, bids and/or proposals from appropriate suppliers and vendors; analyzes and evaluates bids and proposals results; develop bid tabulations and evaluation committee cumulative score sheets, and makes award recommendations in accordance with the purchasing policy and procedures, local, state and federal procurement rules and regulations.
- Performs customer service functions; provides information/assistance regarding department/division services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; research problems/complaints and initiates problem resolution.
- Monitors recurring contracts for equipment, supplies and materials; process contract renewals and change orders; ensure specifications are up-to-date and prepares new solicitation for expiring annual contracts in collaboration with other City departments.
- Develop contracts and agreements; ensures awarded vendor complies with contract terms and conditions, such as pricing, delivery schedule, warranty, packaging, etc.; reviews change orders, negotiations, disputes and discrepancy resolutions; and utilizes standard County terms and conditions, terminology, documentation, and administrative purchase order procedures.
- Process and approve purchase orders and/or contract purchase agreements through the City's procurement system; obtains and maintains insurance coverage for contracts; facilitates meetings with internal and external customers.
- Responsible for maintaining the city's vendor management system.
- Responsible for inventory management for audit compliance and proper sale and disposal of items declared surplus
- Develops and conducts internal and external procurement training
- Works closely with the Finance Director in compilation of information for audited year-end reports and assists auditors at end of year
- Provides information to the independent auditors in the annual audit of City financial transactions as instructed
- Provides assistance to the City manager and department staff in the preparation and presentation of the City's annual budget, financial audit reports, revenue administration and treasury management, implementation of auditor recommendations, and development of City-wide policies and procedures.
- Under the direction of the Finance Director, assists in development and implementation of new procedures and features to enhance the workflow of the department
- Maintains current manuals, procedure manuals, codes/ordinances, directories, and other reference materials
- Develops standard operating procedures to enhance the operation of the department; ensure employees comply with city policies and procedures
- Attends various meeting as assigned
- Other duties as assigned.
MINIMUM QUALIFICATIONS
Education and Experience
Bachelor's degree in accounting, finance, business administration. Minimum of five (5) years of related professional experience, including three (3) of related supervisory experience.
Any combination of education, training, and experience that provides the required knowledge and skills is acceptable.
Certificates, Licenses and Registrations
Knowledge, Skills and Abilities
Considerable knowledge of procedures and requirements for procurement in local government
Familiarity with relevant federal, state and local laws and city policies and procedures.
Proficiency in concepts of organizational management, operation of computer, both in general and specific to specialized software (i.e., spreadsheets, word processor, etc.), report preparation and mathematical calculations.
Effective communication skills, both oral and written.
Demonstrated ability to work independently
OTHER REQUIREMENTS
On occasion, may work an adjusted schedule for assisting in events occurring after 5:00 p.m. such as meetings, project completion, or planned events.
REQUIREMENTS INCLUDED IN THIS CLASS SPECIFICATION MAY BE SUBJECT TO MODIFICATION IN ORDER TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES WHO ARE OTHERWISE QUALIFIED TO PERFORM THE ESSENTIAL DUTIES OF THE JOB.