Assistant Procurement Manager

Description

NATURE OF WORK

This is highly responsible managerial work within a centralized purchasing operation.

An employee in this classification is responsible for serving as assistant to the Procurement Manager in planning, directing and supervising activities in a centralized, computerized, municipal purchasing operation.

Responsibilities include planning, supervising and coordinating the work of employees performing highly technical and analytical procurement contracting work that supports procurement activities in the following areas (including but not limited to) : purchase / change order processing, contract compliance, maintenance of contract, maintenance of vendor records, or general administrative support.

Incumbent provides technical expertise concerning bid specifications and complex purchasing activities, preparation of Agenda Request Items and draft resolutions, preparation of Request for Proposals, and preparation of Evaluation Committee Reports.

The employee reviews bid and contract documents prepared by outside consultants, conducts pre-bid conferences and trains other City departments in the use of computerized purchasing methods.

Under administrative direction, the employee is required to exercise extensive initiative and independent judgment, completing assignments of a highly complex and technical nature.

Work is reviewed while in progress and upon completion through observation, conferences, reports submitted and results obtained.

Examples of Duties

ILLUSTRATIVE TASKS

Assists the Purchasing Manager in planning, developing, organizing, coordinating, directing and supervising departmental activities and programs;

monitors effectiveness of programs and procedures; serves as technical advisor and provides professional assistance to the Purchasing Manager.

• Provides administrative and technical supervision in directing procurement and administrative operations as well as formulating, implementing and monitoring policies and programs.
• Assists in the procurement of Professional Services, major purchases, term contracts, consolidation of purchases for commonly used items, and final documents recommending bid awards for City Manager and Commission approval.
• Directs and supervises a staff of buyers and clerical employees engaged in a variety of procurement processes, including analysis of purchase requisitions, clarifying of purchasing requirements and specifications, conducting pre-bid conferences, preparation of formal bid documents, coordination of bid evaluation processes, and maintaining contact with vendors and various City departments.
• Conducts pre-bid conferences with prospective bidders in complex purchases, provides technical expertise concerning contract specifications and presides at formal bid openings as needed.
• Advises departmental officials on price factors, vendor reliability, supply sources, defining of specifications and related procurement inquiries.
• Conducts meetings with vendors to resolve problems of delivery, price fluctuations, possible specification changes and related problems.
• Assists with Analyzes pertinent market trends and conditions which impact on City purchasing activities with regard to product lines, innovations, availability, reliability, cost, discount items and other factors;

determines the necessity for vendor insurance certificates in conjunction with Risk Management.

• Makes recommendations regarding hiring, discipline and promotion of subordinates.
• May be required to provide a combination of duties as noted herein, coupled with other duties as assigned, in the completion of special projects or when staffing needs require.

Requirements

EDUCATION

Graduation from an accredited college or university with a Bachelor Degree in Public or Business Administration, Economics, Accounting or a related field;

An advanced degree highly preferred

PROOF OF THE HIGHEST LEVEL OF COMPLETED EDUCATION MUST BE SUBMITTED AS AN ATTACHMENT WITH APPLICATION . (Applications without attached proof of education will not be processed for consideration.)

EXPERIENCE AND TRAINING

• Considerable progressively responsible experience involving large-scale centralized, computerized purchasing of a variety of commodities, including the development and evaluation of RFPs.
• Related supervisory experience required.
• Government experience required.

PREFERRED CERTIFICATIONS

Certification as a Public Purchasing Buyer (CPPB) by the National Institute of Governmental Purchasing (NIGP), Certification as a Public Purchasing Officer (CPPO) by NIGP, or Certified Purchasing Manager (CPM), Certified Commercial Contracts Manager (CCCM), Certified Federal Contracts Manager (CFCM.

PHYSICAL REQUIREMENTS

Physical :

Light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and / or pulling of objects and materials up to twenty pounds.

Work Environment :

Work is performed primarily in a standard office environment. Tasks are regularly performed without exposure to adverse environmental conditions.

Sensory :

The ability to perceive and differentiate visual cues or signals. Tasks require the ability to communicate orally and in writing.

Supplemental Information

KNOWLEDGE, SKILLS AND ABILITIES

• Extensive knowledge of the principles, ethical standards and priorities of governmental municipal purchasing laws, City Charter, City Code, regulations and procedures.
• Extensive knowledge of large-scale purchasing methods and procedures in a wide variety of commodities and services.
• Ability to draft moderate to complex, non-routine contractual instruments.
• Working knowledge of public procurement practices and procedures.
• Ability to analyze data and prepare recommendations.
• Working knowledge of contracting concepts applicable public contract acquisition law and regulations.
• Strong to excellent analytical and communication skills (writing and verbal).
• Use of independent judgment and creativity applied to resolution of contract issues.
• Ability to excel within the team environment.
• Excellent organizational and record keeping skills.
• Extensive knowledge of public relations principles and techniques.
• Extensive knowledge of specifications, grades, qualities, supply sources and market factors of assigned commodity categories frequently required by City departments.
• Extensive knowledge of computers and computerized purchasing systems.
• Ability to research and evaluate procurement methods and programs; plan, direct and implement programs and methods to efficiently perform the procurement function.
• Ability to plan, organize and supervise the work of a staff of subordinate professional and clerical personnel in a manner conducive to full performance and high moral.
• Ability to establish and maintain effective working relationships with elected officials, City employees, vendors, the press and the general public.
6 days ago