Job Descriptions

DEFINITION

Under general direction, supervise and coordinate the City’s purchasing functions, coordinate assigned activities with other divisions, outside agencies, and the general public; purchase materials, supplies, and equipment; process request for proposals (RFP), request for bids (RFB), and request for qualifications (RFQ); negotiate and administer designated service and/or maintenance contracts/agreements; research and analyze a variety of technical and specialized products and/or services; provide assistance to and act as a procurement advisor to City Departments and perform other related duties as required.

SUPERVISION RECEIVED AND EXERCISED

Receive direct supervision from the Finance Director. The Purchasing Supervisor provides direct supervision to technical and administrative support personnel.

DISTINGUISHING CHARACTERISTICS

This classification is a working supervisor and provides all levels of purchasing support and coordination on a City-wide basis including the performance of technical and administrative functions. This position requires knowledge of public agency purchasing/procurement processes and requirements as well as the special needs of full-service municipalities. This position provides day-to-day purchasing support to all City Departments with the overall responsibility of maintaining and revising the purchasing system, purchasing staff supervision, and program monitoring and control. This classification is distinguished from the journey level of Purchasing Coordinator by responsibility for coordinating purchasing functions, performing more complex tasks and supervision of lower level staff.

ESSENTIAL FUNCTIONS – Duties may include but are not limited to the following:

• Plan and coordinate the operational and staffing activities of the Purchasing Division.
• Participate in the development and implementation of goals, objectives, policies, and priorities; and recommend and implement resulting policies and procedures.
• Purchase supplies, materials, equipment, and services in accordance with the City’s purchasing ordinance, policies, and guidelines and consistent with the requester’s specifications.
• Contact supplier/vendors to obtain competitive price bids; determines availability, terms and delivery schedule regarding specific requisitions; evaluates quote/terms; and recommends action.
• Serve as the primary resource to City staff regarding all aspects of the purchasing process; advising on purchasing policies and processes; assisting in the preparation of specifications and purchase orders, researching specialty products and/or services; and gathering data and providing alternatives.
• Write requests for proposals (RFP’s) in accordance with City’s purchasing policies and guidelines and consistent with requester’s specifications; provides supporting documentation and necessary back-up information; distributes to appropriate and approved vendors; monitors the receipt of responses to ensure timeliness and adherence to bidding process.
• Research, negotiate, and oversee designated service maintenance contracts/agreements; administer and monitor contractual terms and obligations on an on-going basis; perform on-site inspections and/or workplace reviews to ensure compliance with agreement.
• Develop and prepare contracts as assigned; process paperwork and forms; and resolve discrepancies and problems regarding price, delivery, and/or condition.
• Provide assistance in ordering stocked items, supplies and materials according to pre-established minimums/quantities; maintains on-going liaison with Shipping & Receiving regarding inventory levels, substitutions, equivalents, delivery schedules, and vendor problems.
• Update knowledge and stay informed of new products and services available; research and develop new sources and/or potential sources of supplies, materials, and services; attend professional and industry trade shows, conferences, and workshops.
• Assist in the maintenance of City’s fixed asset inventory; tagging items to the appropriate division; assisting in the tracking and monitoring the movement of fixed assets; and participating in the disposition of surplus and/or obsolete items.
• Provide training to city staff in all facets of Purchasing policies, procedures, and processes/systems; review requisitions, review and approve purchase orders, review, approve, and amend contracts in contract module to ensure completeness and compliance; develop and/or modify forms and processes for maximum efficiency and effectiveness.
• Order and/or cancel City cell phones, tablets, and other devices as assigned; oversee the device management system related to these devices.
• Prepare a variety of staff reports, memoranda, correspondence, spreadsheets, and reports to facilitate communications and understanding of Purchasing policies and processes.
• Perform other related work as required.

MINIMUM QUALIFICATIONS

Ability to:

• Plan and schedule buying activities consistent with both economy and service.
• Make sound judgments as to quality and quantity of supplies purchased in relation to use.
• Communicate effectively, both orally and in writing.
• Establish and maintain accurate records and files.
• Prepare clear and concise specifications.
• Buy effectively, considering price, service, quality and delivery.
• Perform accurate basic mathematical functions.
• Establish and maintain effective working relationships with City staff, vendors, and the general public.

Knowledge of:

• Principles and practices of governmental purchasing.
• Types and sources of materials, supplies, services, and information on economic conditions, industry trends, commodity pricing methods, discounts and price differentials.
• Terminology used in the ordering of supplies and equipment commonly used by the various City departments.
• Storeroom practices and stock record systems.
• Proper methods of establishing specifications.
• Computers and associated software programs for spreadsheets and correspondence.

EDUCATION AND EXPERIENCE

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

EXPERIENCE

Five years of local governmental purchasing experience, with at least one year of lead experience.

EDUCATION

Equivalent to possession of an Associate’s Degree in business administration, marketing, purchasing, accounting, or other closely related field.

SPECIAL REQUIREMENTS

Incumbents must file a Statement of Economic Interests.

Possession of a valid California Driver’s License issued by the Department of Motor Vehicles at the time of appointment and the ability to maintain it as a condition of continued employment.

DESIRABLE QUALIFICATIONS

Considerable experience and knowledge in governmental purchasing law and procedures.

PHYSICAL REQUIREMENTS

Maintain the following physical abilities: see well enough to view and work with computer screen(s) for extended periods, read fine print; hear well enough to converse on the telephone in assisting the public with emergency and non-emergency situations; use of hands and fingers for use of answering telephones, computer keyboard, writing and filing.