Purchasing Manager

Job Description:

Purchasing Manager

Description

An island community rich in history and opportunity, Galveston is the ideal place to live, work and raise a family!

Job Description

SUMMARY: Under limited supervision, performs and/or supervises staff engaged in the procurement of goods and services for the City.

ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function.

Essential duties and responsibilities may include, but are not limited to the following:

• Review and write policy and procedures in accordance and consistent with the City’s visons and goals as well as state, federal laws, and City Charter.
• Promote the goal of Purchasing to ensure fairness in all procurements that are in the best interest of both the City and the community.
• Supports the relationship between the City of Galveston and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; and performs other duties as required or assigned.
• Maintains clear communication with supervisory chain to include Finance Director, City Management, and City Council.
• Supervises and coordinates activities in the procuring of goods and services, including raw materials, equipment, tools and parts.
• Determines the method of procurement, including direct purchase, requests for proposal, bids or other processes; prepares purchase orders and bid requests.
• Reviews requisitions and expedites the delivery of goods to customers.
• Supervises staff; plans, prioritizes, and assigns tasks and projects; monitors work; develops staff skills; discusses and resolves workload and technical issues; develops work plans; assures required deadlines are met; reviews work; verifies the accuracy and efficiency of work activities.
• Addresses customer complaints and resolves issues; discusses defective or unacceptable goods and services with users, vendors and others to determine the source of trouble; takes corrective actions.
• Confers with vendors to obtain product or service information, including price, availability and delivery schedules; selects products for testing, observation or examination; estimates values according to market pricing.
• Serves as the Purchase Card Administrator.
• Prepares invitations for Bid and Requests for Proposal based on regulations pertaining to funding sources involved; applicable laws, rules and regulations; current marketplace conditions and lead-time for material or services specified.
• Monitors expenditures to ensure all purchasing is conducted in compliance with State and City approved policies and procedures.
• Maintains procurement records, including items or services purchased, cost, delivery project quality and inventories.
• Receives and reviews bid proposals to negotiate contracts within budget limits and the scope of activity.
• Employees may at any time be required to work in order to provide for the safety and well-being of the general public, including the delivery and restoration of vital services, in the event of an emergency.
• Assists in reviewing monthly agenda items for completeness and accuracy; supports departments in procurement-related presentations to City Council.
• Assists in developing the purchasing annual budget
• Essential 1 employee designation for city declared emergency response.

KNOWLEDGE AND SKILLS:

Knowledge:

• City organization, operations, policies, and procedures.
• Local and state purchasing laws and ordinances governing purchasing.
• City codes and ordinances.
• Principles and practices of contract management and administration.
• Principles and practices of administrative management.
• Principles and practices of effective employee supervision.
• Business and personal computers, and spreadsheet software applications.

Skills:

• Handling situations requiring diplomacy, fairness, firmness, and sound judgment.
• Providing effective work teams and providing efficient internal and external customer service.
• Analyzing and processing purchasing requisitions and vouchers and providing effective purchasing decisions.
• Understanding and applying City policies and procedures, and applicable state and federal regulations.
• Explaining City policies and procedures.
• Establishing and maintaining cooperative working relationships with all levels within the City.
• Public speaking and presenting to provide training to employees and explain procurement decisions to City Council.
• Communicating effectively verbally and in writing.

MINIMUM QUALIFICATIONS: Bachelor’s Degree in Business Administration, Public Administration, or Finance or a closely related field and five years’ experience in purchasing operations, including two years of supervisory experience; OR an equivalent combination of education and experience.

LICENSE AND CERTIFICATION: Certified Professional Public Buyer (CPPB) or equivalent.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT: Work is performed in a standard office environment. May be required to lift and carry items weighing up to 20 pounds.

Compensation Range

DOQ

The City of Galveston is an equal opportunity employer and will consider only the qualifications of the applicants. The City does not tolerate any form of discrimination based on race, color, religion, sex, age, national origin, or physical/mental disability in employment or provision services.