Purchasing Manager

Purchasing Manager

Summary: Under general supervision, manages City purchasing and contract administration functions in order to procure the most cost-effective supplies, materials, equipment and services from qualified vendors; assures procurement activities are in compliance with federal, state and City rules and regulations.

Essential Functions: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Manages and coordinates purchasing services; oversees the preparation and evaluation of bid proposals and selection of contractors in order to procure the most cost-effective supplies, materials, equipment and services from qualified and responsive vendors.
• Reviews procurement activities for compliance with state and federal laws, rules and regulations; and City codes, policies, resolutions and agreements.
• Works with departments to define procurement needs, specifications, priorities and other requirements; provides advice and consultation on procurement issues and the interpretation of state and federal rules, regulations, policies and procedures.
• Monitors warehouse supplies inventories and usage reports; evaluates trends and anticipates supply and demand issues; manages procurement card program.
• Coordinates formal bid processes, distributes and maintains list of bidders, attends pre-bid and other meetings as required; maintains product and service information on suppliers.
• Reviews, analyzes and evaluates bid responses and proposals.
• Meets with vendors to clarify issues, define City needs and goals, review submittals, complete technical documentation and negotiate award of contracts.
• Plans and manages the activities of assigned staff, prioritizes and assigns tasks and projects; trains and coaches staff; monitors work, develops staff skills and evaluates performance; reviews the work of staff to assure the work quality and timely completion of assigned duties and responsibilities.
• Monitors and reviews trends in public sector procurement and supplies management issues; researches and identifies cost saving opportunities; recommends operational, procedural and policy improvements.
• Serves as subject matter expert on public sector purchasing issues; coordinates purchasing programs with other City departments.
• Prepares reports on procurement activities, contracts, technical issues and transactions.
• Supports the departmental operations with regular and timely attendance.
• Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.

Minimum Qualifications:

Education, Training and Experience Guidelines: Bachelor's Degree in Business or Public Administration; AND two years' government purchasing experience; OR a high school diploma and four years' government purchasing experience.

Knowledge of:

• State and federal laws, statutes, rules and regulations governing municipal procurement activities.
• City codes, policies and procedures related to procurement activities.
• Principles and practices of public sector purchasing, accounting and records management.
• Principles of inventory control and materials management.
• Principles of contract management, development and negotiation.

Skill in:

• Interpreting and applying purchasing standards and procedures, applicable state and federal rules and regulations, City policies and procedures.
• Analyzing and interpreting contracts and technical documents and identifying technical errors.
• Interpreting customer needs and solving difficult customer service issues.
• Assessing and prioritizing multiple tasks, projects and demands.
• Supervising staff and delegating tasks and authority.
• Establishing and maintaining cooperative working relationships with co-workers and vendors.
• Operating a personal computer utilizing a variety of business software.
• Communicating effectively verbally and in writing.

License and certification requirements: A valid Texas State Driver's License is required.

Physical demands and working environment: Work is performed in a standard office environment.