Procurement Manager

Major Duties:

• Acts as a liaison between City departments and vendors; ensures all best practices are in compliance with mandated requirements.
• Approves price increases provided for in contracts and makes changes as necessary and appropriate.
• Conducts research, evaluates findings, and makes decisions on procurement matters.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
• Develops and updates policies and procedures for the decentralized contract administration program.
• Randomly audits procurement activities for compliancy.
• Negotiates/Interprets terms and conditions with vendors and/or service providers on contract provisions.
• Obtains price quotes from vendors and compares quotes with the specifications and availability of items.
• Manages the updates and monitors the retention of product information files and purchase order records.
• Ensures purchase orders are entered properly through the computerized system.
• Resolves procurement inquiries and complaints from the public.
• Responsible for compiling and filing mandated annual reports.
• Responsible for maintaining the city’s vendor management system.
• Reviews bid protests and prepares oral or written recommendations.
• Reviews contracts to evaluate overall revisions, price, and past performance of each contract prior to bid or renewal.
• Serves as the city’s asset manager, responsible for inventory management for audit compliancy and proper sale and disposal of items declared surplus by the City Council.
• Manages, evaluates, trains and directs the procurement activity of professional and technical personnel.
• Writes and evaluates specifications and invitations to bid.
• Performs other related duties as assigned. 

Knowledge Required by the Position:

• Ability to communicate clearly and in a pleasant manner with the public, elected officials and other City employees.
• Ability to comprehend and make inferences from material written in the English language such as laws, rules, ordinances, regulations, and procedures governing public procurement.
• Ability to enter data or information into a terminal, PC or other keyboard device to prepare purchase orders.
• Ability to express ideas clearly while making oral presentations.
• Ability to make arithmetical computations (multiplication, division, percentage calculations, addition, and subtraction).
• Ability to obtain appropriate commodities in a timely manner.
• Ability to operate a computerized accounting system.
• Ability to organize data and compile clear, concise reports.
• Ability to perform a broad range of supervisory responsibilities over others.
• Ability to produce written documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar.
• Ability to work cooperatively with other City employees and the public.
• Ability to work safely without presenting a direct threat to self or others.
• Excellent written and verbal communication skills; proficient mathematical skills.
• Knowledge of accounting principles, practices, and procedures.
• Knowledge of assigned commodities and services including sources of supply, commodity markets, price trends, grades, and qualities.
• Knowledge of City ordinances, policies, and procedures.
• Knowledge of common business practices relating to the purchase, pricing, terms, shipment, taxes, and payment for commodities and services.
• Knowledge of contract administration principles.
• Knowledge of large-scale purchasing methods and procedures.
• Knowledge of modern office procedures and equipment.
• Knowledge of municipal finance and budget administration.
• Knowledge of supervisory principles and practices.
• Knowledge of technical writing principles.
• Knowledge of Uniform Commercial Code.
• Skill in using a variety of computer programs for administrative functions

Supervisory Controls: The work of this position is performed under the general supervision of the Treasurer.

Guidelines: Guidelines include GAAP, GASB and other federal and state regulations governing municipal accounting and financial management; City and departmental safety manuals, policies and procedures.

Complexity: The work consists of managerial duties and requires the application of basic knowledge of public finance, budgeting and accounting.

Personal Contacts: Contacts are typically with co-workers, elected officials and the general public.

Purpose of Contacts: Contacts typically occur in order to give and exchange information and provide services.

Physical Demands: This work is performed indoors in an office setting and involves occasional light lifting.

Work Environment: This work is performed indoors in an office setting.

Supervisory and Management Responsibility: The position supervises the Procurement Clerks.