Budget and Purchasing Manager

Job Description

Job Description

Position Function - Under the direction of the Chief Financial Officer and / or Designee, the Budget / Purchasing Manager is responsible for the administrative oversight, strategic planning, and day-to-day operations of the budgeting and purchasing activities in the Finance Department.

Essential Duties% of Performance

Assist in the recruitment, training performance evaluation, assignment of duties, promotion, and discipline or termination of purchasing personnel, as needed.55%

Oversee and manage the operations of the Purchasing Division, including supervision and coordination of Purchasing Agent and Accounts Payable Technician, ensuring effective procurement practices, vendor management, contract compliance, and alignment with budgetary goals.

Plan, develop, and implement procurement strategies, policies, procedure manual, standard operating procedures (SOP), training programs, templates / forms to ensure compliance with internal controls and external regulations.

Conduct legislative reviews related to purchasing and implement necessary changes to process and policies.

Analyze procurement activities and systems for efficiency improvements and compliance optimization.

Manage the Capital Improvement Program (CIP) process, including conducting quarterly update meetings with departments to establish spending schedules, purchase order issuance, and retainage compliance.

Manage specialized programs including the Purchase Card, Auction, and Project Accounting, including issuance of budgets, assignment of general ledger and project account codes, and reconciliation with the general ledger.

Performs duties necessary to prepare, develop, implement and track the annual budget for the Finance Department and all other City Departments. Responsible to assist Department Heads in budget preparation and forecasting; general research, analysis and problem solving to ensure proper allocation and expense monitoring.20%

Performs duties necessary to support the Finance Department with the implementation of the fiscal policies and procedures, reporting methods, and analysis of the payroll, budget, accounting, utility billing and the other financial operations of the City. Duties include, but are not limited to, the preparation of financial reports and reporting; research; audits; revenue and expenditure tracking and allocation; and trend and data analysis. Assists with the preparing, tracking and forecasting revenue, expenditures, and replacement funding.20%

Performs additional duties as assigned.5%

Total : 100%

Physical DemandFrequency

BalancingO

BendingO

CarryingO

ClimbingRLegend

CrawlingN

CrouchingRC - Continuous

Fine DexterityF

Foot ControlsOF - Frequently

HandlingF

HearingCO - Occasionally

KneelingN

LiftingOR - Rarely

Pushing / PullingO

Reaching ON - Never

StandingO

SittingC

StoopingO

TwistingO

VisionC

WalkingO

Physical Demand Descriptions(The following descriptions are provided as an example of potential physical and / or sensory activities and does not address the potential for reasonable accommodation; it is intended as general examples of possible physical / sensory demands that might occur during the performance of the position functions / duties, and are not intended to be all inclusive.)Bending / Climbing / Balancing - picking up supplies, files and file boxes; stairs; walking; standing; filing; drill exercises; etc.Carrying / Lifting - up to 25 lbs, files, filing, office supplies, books, periodicals, work aids, etc.Fine Dexterity - telephone, keyboard, calculator, computer, writing, typing, software usage, etc.Foot Controls - driving, stairs, walking to and from work site and meetings, etc.Hearing - customer assistance, telephone, and meetings.Pushing / Pulling / Reaching / Stooping / Twisting - supplies, files, file boxes, retrieving, etc.Standing - making presentations, directing meetings, drill exercises, etc.Sitting - desk work, meetings, driving, etc.Vision - computer and desk work, budget, driving, contracts, agreements, etc.Walking - to and from office, around office, to and from buildings, assisting customers, meetings, presentations, etc.Machines, Tools, Equipment and / or Work Aids(The following list is intended to provide examples of possible machines, equipment, tools and / or work aids that might be needed to perform position functions / duties and should not to be construed as a comprehensive or complete catalog. This list does not include and does not supersede any requirements with respect to safety or protective equipment, uniforms, apparel, gear or apparatuses required for the performance of any duties described herein.)Audio / Visual equipment, Calculator, Computer, Copier, Keyboard, Office Supplies, Scanner, Software, Telephone, Vehicle, Emergency Plans, etc.

EnvironmentDuties are generally performed in an office environment. Possible exposure to dust, mold, allergens, and electricity. Requirements / Knowledge / Skills / AbilitiesRequired knowledge and experience is normally obtained through the completion of an advanced education from an accredited educational institution of higher learning resulting in a Bachelor's Degree in Finance, Public Accounting, Public Administration or related field, and one (1) to three (3) years of work related experience in Purchasing, Budgeting or Accounting is required. Public purchasing experience is preferred.Knowledge of municipal finance systems and purchasing regulationsExperience with legislative compliance and audit processes.Public Purchasing Certification is preferred. Work requires the ability to read letters, memos, contracts, professional and industry literature, spreadsheets and other job related analysis.Work requires the ability to understand and develop computer models for cost analysis and compose financial and budgetary reports.Work requires substantial independent judgment and decision-making. Work is widely varied, involving analyzing and evaluating many complex and significant variables, to include basic mathematical calculations. Competent in the use of Microsoft Excel, Word, Outlook, Power Point and organization specific software. Must be able to research, compile and analyze data, and then present findings to management in an acceptable format. Must exhibit attention to detail, accuracy, and safety. Must be able to monitor and assess workload and projects.Ability to work under high demands, short time constraints, and pressure of a fast paced work environment.Ability to establish and maintain effective working and professional relationships with City and other public employees, public officials, contractors, consultants, vendors, and the general public. Ability to learn or knowledge of financial record keeping and basic accounting principles.Ability to interpret and implement State Purchasing laws, centralized and decentralized municipal purchasing, contract law, and inventory control processes and procedures.Must possess a valid Texas Class C driver license. Must pass all post offer pre-employment processes and / or procedures, to include but not limited to Drug Screen, Physical Examination, and applicable Background Checks.