What are the responsibilities and job description for the PURCHASING MANAGER position at City of Maitland?
This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change. 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.
PURPOSE OF POSITION
The Purchasing Manager provides complex analytical work in the management, direction and planning of the City’s purchasing operations, contract administration, surplus property program, and grant programs. The Purchasing Manager works under the general guidance of the Finance Director or assigned designee.
This position is considered an emergency/disaster position. During emergency conditions, all City employees are automatically considered emergency service workers. City employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation, which requires that the employee be ready, willing, and able to report to work during emergencies and/or disasters of any kind, notwithstanding any other commitments the employee may have and be able perform emergency services duties, as assigned.Manage, and supervises the daily operations for purchasing.
Provide staff training and perform staff annual evaluations.
Develops, maintains, and implements procurement policies and procedures for the City; establishes and evaluates purchasing systems, records, forms and controls.
Ensures preparation and review of solicitation documents are accurate and compliant with City procurement policy and state regulations; reviews and makes recommendations relating to technical specifications to ensure competition is not unjustly restricted; ensures solicitations are properly advertised; prepares and issues addenda as required; represents the City at bid/proposal openings; verifies responsiveness to specifications; recommends award of solicitations.
Procure goods and services according to established policies and applicable law while ensuring a transparent and competitive selection process.
Works with suppliers and City staff to resolve contractual issues and/or expedite delivery.
Negotiates contracts and pricing with suppliers, as needed.
Identifies areas for standardization and cost reduction.
stablishes and organizes cooperative procurement agreements.
Acts as a liaison and provides technical expert assistance to internal and external customers.
Researches and prepares reports related to procurement activities.
Reviews department purchase requisitions for completeness and availability of funds; approves and processes purchase orders.
Develops, analyzes, and administers all purchase contracts to ensure conformity and compliance with federal and state law, the City’s policies, procedures, and service provision expectations.
Conduct research, analysis, and process improvement to optimize sources, prices, and terms, including GSA and other piggy-back, competitively bid contracts.
Provides assistance to all departments in analyzing their operations and identifying and establishing current and future procurement needs.
Responsible for purchasing card (P-Card) administration and spend analysis, issuing P-Cards to employees, exception approvals, and adjusting P-Card spending limits for a one-time or permanent increase.
Responsible for emergency contracts and EOC (emergency operation center) procurement activities, coordinate with departments to ensure that all related agreements and purchase orders comply with 2 CFR 200 and FEMA reimbursement requirements.
Manages the entire grant lifecycle, including researching funding opportunities, developing grant proposals, managing budgets, ensuring compliance with grant requirements, tracking progress and submitting timely reports, effectively coordinating with program staff to allocate funds and achieve project goals.
Participates in department meetings, staff meetings and other related activities. Represents the procurement and contract management to outside agencies and organizations.
OTHER JOB FUNCTIONS
Provides back up to other related positions.
Performs all other duties as assigned.Graduation from an accredited four-year college or university with a degree in finance, accounting, public administration, economics, business administration or related field is required. At least five (5) years of experience in governmental procurement and contract administration; or an equivalent combination of training and/or experience.
Must possess a valid State of Florida Driver's License.
Must also possess the National Incident Management System (NIMS) IS-700 within 30 days of employment and the ICS-100 within 90 days of employment. There may be additional NIMS required, which will be scheduled by your Supervisor.
Must possess the Cyber Security Awareness Training for State of Florida Employees within 30 days of employment and maintain it every year thereafter per state statute 282.318(4)(i).
PREFERRED QUALIFICATIONS
Preference may be given to candidates with Certified Public Procurement Officer (CPPO), Certified Public Procurement Buyer (CPPB), and/or Certified Purchasing Manager Certification (CPM) certification.
Preference may be given to candidates with two (2) or more years of supervisory experience.
Public sector and Tyler Technologies Enterprise ERP (Munis) software experience or similar automated purchasing program.Comprehensive knowledge (advanced level) of local, state and federal regulations impacting municipal governments.
Comprehensive knowledge (advanced level) of principles and practices of procurement, contract administration, and centralized purchasing.
Knowledge of business management practices, supply source, price trends, market conditions and property control.
Skills in planning, organizing, budgeting, and managing projects.
Skills in negotiating with suppliers.
Skills in effectively dealing with the public and other agencies in a courteous, tactful, and impartial manner.
Ability to establish and maintain effective working relationships with other employees and the public.
Ability to maintain confidential information.
Ability (intermediate to advanced level) to utilize Microsoft Office Suite, e.g. Outlook, Word and Excel.
PURPOSE OF POSITION
The Purchasing Manager provides complex analytical work in the management, direction and planning of the City’s purchasing operations, contract administration, surplus property program, and grant programs. The Purchasing Manager works under the general guidance of the Finance Director or assigned designee.
This position is considered an emergency/disaster position. During emergency conditions, all City employees are automatically considered emergency service workers. City employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation, which requires that the employee be ready, willing, and able to report to work during emergencies and/or disasters of any kind, notwithstanding any other commitments the employee may have and be able perform emergency services duties, as assigned.Manage, and supervises the daily operations for purchasing.
Provide staff training and perform staff annual evaluations.
Develops, maintains, and implements procurement policies and procedures for the City; establishes and evaluates purchasing systems, records, forms and controls.
Ensures preparation and review of solicitation documents are accurate and compliant with City procurement policy and state regulations; reviews and makes recommendations relating to technical specifications to ensure competition is not unjustly restricted; ensures solicitations are properly advertised; prepares and issues addenda as required; represents the City at bid/proposal openings; verifies responsiveness to specifications; recommends award of solicitations.
Procure goods and services according to established policies and applicable law while ensuring a transparent and competitive selection process.
Works with suppliers and City staff to resolve contractual issues and/or expedite delivery.
Negotiates contracts and pricing with suppliers, as needed.
Identifies areas for standardization and cost reduction.
stablishes and organizes cooperative procurement agreements.
Acts as a liaison and provides technical expert assistance to internal and external customers.
Researches and prepares reports related to procurement activities.
Reviews department purchase requisitions for completeness and availability of funds; approves and processes purchase orders.
Develops, analyzes, and administers all purchase contracts to ensure conformity and compliance with federal and state law, the City’s policies, procedures, and service provision expectations.
Conduct research, analysis, and process improvement to optimize sources, prices, and terms, including GSA and other piggy-back, competitively bid contracts.
Provides assistance to all departments in analyzing their operations and identifying and establishing current and future procurement needs.
Responsible for purchasing card (P-Card) administration and spend analysis, issuing P-Cards to employees, exception approvals, and adjusting P-Card spending limits for a one-time or permanent increase.
Responsible for emergency contracts and EOC (emergency operation center) procurement activities, coordinate with departments to ensure that all related agreements and purchase orders comply with 2 CFR 200 and FEMA reimbursement requirements.
Manages the entire grant lifecycle, including researching funding opportunities, developing grant proposals, managing budgets, ensuring compliance with grant requirements, tracking progress and submitting timely reports, effectively coordinating with program staff to allocate funds and achieve project goals.
Participates in department meetings, staff meetings and other related activities. Represents the procurement and contract management to outside agencies and organizations.
OTHER JOB FUNCTIONS
Provides back up to other related positions.
Performs all other duties as assigned.Graduation from an accredited four-year college or university with a degree in finance, accounting, public administration, economics, business administration or related field is required. At least five (5) years of experience in governmental procurement and contract administration; or an equivalent combination of training and/or experience.
Must possess a valid State of Florida Driver's License.
Must also possess the National Incident Management System (NIMS) IS-700 within 30 days of employment and the ICS-100 within 90 days of employment. There may be additional NIMS required, which will be scheduled by your Supervisor.
Must possess the Cyber Security Awareness Training for State of Florida Employees within 30 days of employment and maintain it every year thereafter per state statute 282.318(4)(i).
PREFERRED QUALIFICATIONS
Preference may be given to candidates with Certified Public Procurement Officer (CPPO), Certified Public Procurement Buyer (CPPB), and/or Certified Purchasing Manager Certification (CPM) certification.
Preference may be given to candidates with two (2) or more years of supervisory experience.
Public sector and Tyler Technologies Enterprise ERP (Munis) software experience or similar automated purchasing program.Comprehensive knowledge (advanced level) of local, state and federal regulations impacting municipal governments.
Comprehensive knowledge (advanced level) of principles and practices of procurement, contract administration, and centralized purchasing.
Knowledge of business management practices, supply source, price trends, market conditions and property control.
Skills in planning, organizing, budgeting, and managing projects.
Skills in negotiating with suppliers.
Skills in effectively dealing with the public and other agencies in a courteous, tactful, and impartial manner.
Ability to establish and maintain effective working relationships with other employees and the public.
Ability to maintain confidential information.
Ability (intermediate to advanced level) to utilize Microsoft Office Suite, e.g. Outlook, Word and Excel.
Salary : $74,319 - $92,901
