Job Title

Purchasing Manager

Department

Finance

Posting Date

06/06/2024

Closing Date for Resumes/Applications

06/20/2024

Salary

$77,674 - $108,743

Comprehensive, Cost Effective Benefits Package:

Medical, Dental, Voluntary Vision, Life and Disability Insurance; FSA; HSA; Retirement and Deferred Compensation programs; Paid Vacation; Paid Holidays; Employee Assistance Programs and Educational Benefits.

Exempt/Non-exempt

Exempt

Status

Full time

The purpose of this position is to perform specialist and administrative duties in connection with procuring materials, supplies and services for the City; and provide assistance, information and resources to City departments regarding purchasing of supplies, equipment and services, under the direction of the Finance Director.

Essential Duties and Responsibilities

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

* Manages all phases of the City's Bid Process: Prepares Bids/RFPs in coordination with originating Department; Conducts pre-bid, bid opening and other related meetings; Responds to vendor inquiries regarding Bids/RFPs; Tabulates and evaluates bids for compliance to specifications and makes recommendations for award in cooperation with the originating Department; Negotiates contract terms in cooperation with the originating Department; Notifies vendor of selection at the request of the originating Department.

* Reviews and approves contracts, requisitions and purchase orders in the City's computer system, evaluates bids/proposals, conducts market surveys and resolves problems with vendors, all in accordance with formal bid procedures, the City's Code of Ordinances and applicable state and federal laws, rules and regulations.

* Prepares contracts, renewals and amendments, as required, for the purchase of goods and services.

* Provides assistance to all departments regarding the City's purchasing ordinances and policies and applicable state and federal purchasing laws, rules and regulation.

* Exercises considerable independent judgment and initiative in reviewing and evaluating departmental requests and specifications, incoming bids and proposals and the resolution of problems. Uses complex evaluation procedures, sometimes requiring analysis of life-cycle costs.

* Maintains maximum competitive structure to ensure the City is receiving the best value in all purchases.

* Main point of contact for vendors and vendor representatives. Responsible for maintaining vendor file in City's computer system, fostering relationships with City suppliers and evaluating vendors' service and performance to ensure the City's vendors are meeting expectations.

* Maintains Contracts Module of the City's financial software suite.

* Coordinates with department personnel to ensure that adequate information is received to allow the department to recommend the "best and lowest bid". May supply supporting information to department when asked in their recommending other than the low bidder.

* May test, or assist in testing, supplies and equipment offered by vendors.

* Provides verbal and/or written guidance, as requested or required, to various offices, departments and agencies to ensure proper long-term budgeting and planning for purchasing of goods and services.

* Reads and reviews publications and ordinances to keep abreast of changes to legislation that impact the purchasing function.

* Serves as Administrator of City-wide accounts (i.e. PCard Program, Fuel Card Program, Office Supply Contract, Amazon.com, GovDeals surplus auctions, etc.)

* Manages contracts for City-wide purchases of goods and services.

* Analyzes City purchases to determine the best value proposition for the City (i.e. negotiation, single feasible/sole source, emergency purchase, multi-year contract, utilizing bulk buy opportunities, researching new products and procurement trends and reviewing/utilizing public agency cooperative contracts)

* Perform end of year processes, including but not limited to: issuing vendor 1099s, preparing budget amendment re-appropriations, re-appropriations of purchase orders, etc.

* Develops procedural manuals and forms, makes recommendations when a current policy or procedure is ineffective.

* Assign and review tasks in conjunction with duties and responsibilities listed above.

Minimum Training and Experience Required

* Graduation from an accredited college or university with a degree in business administration, marketing or a related field with 3 to 5 years of experience in the related field. Any combination of education and experience that provides equivalent knowledge, skills, and abilities will be considered.

* Proficient in all Microsoft Office Suite applications.

* Professional Buyer certification by the National Institute of Government Purchasing Agents preferred.

Work Environment

* The office environment is typical with no unusual requirements. Some travel between locations may be required.

The City of Saint Charles is an Equal Opportunity Employer and participates in E-Verify