Purchasing Manager

THE FOLLOWING MUST BE SUBMITTED WITH APPLICATION TO BE CONSIDERED:

All applications must be completed in full AND have the following attachments to be considered.  (Resume may not substitute for education and/or work history information required in the application) 

1. Resume
2. Letter of Interest including how you meet the minimum qualifications

• Bachelor’s degree from an accredited college or university,
• An Associate’s degree with an additional two (2) years of public or private procurement and contract experience, 
• High school diploma/GED with an additional four (4) years of public or private procurement and contract experience.

LICENSES, REGISTRATION AND CERTIFICATE 
Possess and maintain a valid Washington State Driver’s License. Must possess and maintain Certified Professional Purchasing Buyer (CPPB) Certification or be able to attain and maintain within two (2) years of hire. 

Exercising considerable independence under the general supervision and direction of the Director of Finance and Budget, this is a management position responsible for the supervision and administrative functions of the Purchasing Division by planning, organizing, directing and supporting the work of the division’s staff.  This position is responsible for the administrative and technical oversight of all City purchasing work, The manager provides procurement leadership and expertise as well as asset recovery and disposal.  This position is responsible for the implementation and oversight of current and long-range purchasing/procurement programs and goal development within the division. 

This position supervises the work of division personnel, a staff of professional, operational, technical and/or clerical personnel facilitating and coordinating the division’s programs and projects.

Supervises, coordinates, and participates in the work of the Purchasing Division, directing all aspects of the activities, daily operations and staffing.  Oversees all activities required in the solicitation and execution of formal and informal procurement, contracting, and consultation required in the acquisition of purchase of goods, services, and limited construction, as well as asset recovery and disposal.

Coordinates organization-wide procurement processes for the City to ensure compliance with Federal, State and Local regulations.

Directs and coordinates the activities of the Purchasing Division staff; develops annual work program objectives; assigns projects, provides professional leadership and ongoing growth/development opportunities to staff; evaluates individual performance including recommending employment or disciplinary action as necessary. Provides assistance to staff in resolving difficult or unusual situations and problems.  Responsible for performance of subordinates; ensures compliance with all applicable laws, State and Federal regulations, City ordinances, policies, procedures and sound financial practices. The manager is responsible for the completion of timely, fair and objective performance evaluations for subordinate staff. 

Interfaces at all organizational levels to accomplish City procurement and contracting objectives with the goal of recommending process improvements, initiating cost savings measures, and securing best value products, solutions and relationships

Develops, implements, and maintains procurement policies for the City that ensure best value is obtained for purchase of goods, services, and limited construction.   Conducts life-cycle cost analyses and explores innovative contracting methods that provide best value, combining efforts from both entities.

Develops and implements customer-focused approaches to procurement and contracting activity with the various City Departments with continuous efforts toward efficiency and improvement to decrease process cycle time, transaction costs, and minimized customer complaints.

Identifies potential risk areas and devises solutions for risk mitigation by developing a collaborative relationship with City to minimize negative legal and business exposure. Works to negotiate contractual terms and conditions for contracts with clearly defined technical specifications and requirements, including the best protection against vendor non-performance.

Interfaces with senior management for the City, City Council on a regular basis to accomplish the goals of the City. 

Prepares, monitors, reviews and evaluates division documents for appropriateness, completeness, and accuracy. Prepares reports of project and program progress and presents information to City Manager, and/or City Council as required. 

Responsible for ensuring record retention and maintenance of public records.

Analyzes and solves complex problems including thoroughly researching, proposing, developing, coordinating, writing and/or implementing guidelines, policies and procedures. Produces written and oral presentations for the purpose of making policy recommendations or developing enterprise-wide procedures.

Program Administrator for City procurement card program.

Liaison for City’s Disadvantage Business Enterprise Program.

Participates in the preparation and administration of the purchasing budget; submits budget recommendations; monitors expenditures and revenues.

Serves as staff representative and liaison with government agencies, citizen and professional organizations as necessary.  Occasional visits to other City work sites to provide direction and assist staff with problem resolution pertaining to area of responsibility.

Contributes to the effective administration of City government by exercising careful stewardship, communicating clearly, exemplifying trustworthiness and reliability.   

Seeks to build and maintain the reputation of the division encouraging cooperation and coordination of efforts, productive time management, and efficient use of resources. Provides continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide exceptional customer service to internal and external customers.

Performs related duties as required.

Requires regular and reliable attendance.

Knowledge of federal, state and city laws and ordinances, City of Yakima policies and procedures. Knowledge of best principles and techniques of management, supervision and leadership; modern governmental purchasing principles and best practices; efficient practices and principles of work flow and systems analysis; record keeping systems, processes, and practices; best principles and practices for project and financial management; municipal records retention procedures, and techniques. Strong knowledge of various grades and qualities of merchandise, sources of supply, and price trends.  Demonstrates knowledge and sound judgement with regard to public disclosure, and confidentiality standards. 

Strong working knowledge of: computer spreadsheets; databases; industry applications; Microsoft Office Suite including Excel; report-writing tools; and office equipment; professional office procedures and practices; and computerize municipal budgetary and fiscal management practices. Ability to operate standard office equipment including but not limited to: computer, fax machine, copy machine, telephone etc.

Knowledge of techniques and strategies for dissemination of complex and/or technical written and verbal information to a wide range of individuals, including but not limited to managers, staff, City Council, government officials, and members of the public. 

Must possess ability to communicate clearly and effectively, with employees, members of the public representing diverse education and background, and with officials at all levels of government utilizing well developed communication skills, both written and oral, with appropriate use of business English and plain English, including but not limited to correct grammar, vocabulary, letter composition, editing, spelling, and punctuation. Ability to negotiate and present complex information clearly and concisely in both written and verbal formats. Must possess the ability to make informative and persuasive presentations to individuals and groups, conduct public meetings, and participate in public forums. Must routinely and regularly maintain confidentiality and discretion through all forms of communication. Must be a leader, innovator/creator, initiator, and negotiator, committed, and focused with high integrity and ethics.

Ability to effectively, strategically, and collaboratively utilize economies of scale in order to maximize the City’s ability to command the best services, the best prices, and the most cost effective, value-added solution.  Must possess ability to quickly adjust to changing priorities and demands.

Ability to perform a variety of mathematical computations with ability to read, interpret and analyze complex and technical documents and to translate analysis into recommendations or reports.  Ability to compute facts and figures accurately, and read, research, interpret, apply and explain complex laws, codes, rules, regulations, policies, and procedures.  Must possess ability to identify and define complex problems, establish facts and draw valid conclusions. 

Ability to work independently with self-direction and minimal direction or oversight; maintain sustained attention to detail and work under timeline pressures; prioritize and assign workloads; manage multiple tasks with competing deadlines. Excellent analytical and organizational skills are essential.

Ability to establish, facilitate, and maintain effective working relationships with senior management, other employees, vendors, the public, community organizations and government agencies; to consistently and continually demonstrate tact, diplomacy, and respect to individuals, groups and organizations representing a wide diversity of ethnicities, cultures, opinions, and beliefs; train, supervise, plan, organize, program, and direct the work of a staff of technical, operational, professional and clerical personnel; evaluate personnel performance; provide constructive feedback to subordinates; develop and implement modern auditing and accountability methods, procedures, forms and records; facilitate and lead cohesive, positive and highly productive work teams with a customer service focus. Ability to positively receive feedback and take direction is essential.

Ability to develop, present and gain acceptance for long-range programs and budgets.  Must be able to locate grant resources and prepare grant proposals for projects. 

Ability to work cooperatively as a member of a team and adhere to the department’s values including, but not limited to customer focused, teamwork, professionalism, positive communication, and accountability in a punctual, regular and reliable manner.

Ability to maintain annual training requirements of the position, including but not limited to City mandatory training requirements. Ability to work extended hours as needed to carry out the management and supervisory responsibilities and functions for the division.  

PHYSICAL DEMANDS 
Work is performed primarily in an office environment while sitting at a desk or computer terminal for periods of time or while standing for a period of time. Occasionally needs to move inside the office to access file cabinets, office machinery, and department records. Constant use of all senses including feeling/talking/hearing/seeing/listening/smelling while performing duties and while communicating with co-workers, general public and completing all tasks as assigned. Continuous use of both hands reaching/handling/grasping/keyboarding and other fine skills manipulation while performing duties and operating computers. Occasional lifting/carrying objects up to 25 pounds; occasionally ascends/descends stairs, and other inclines while maintaining balance and stability. Occasional bending, twisting at knees, waist, or neck and occasional stooping, bending,  kneeling, climbing and/or crawling while performing duties. Must be able to distinguish color, perform work at close vision and be able to adjust focus.  Must be able to maintain long-term and short-term memory to learn and remember simple to complex procedures. Work may require occasional travel to a variety of locations for appointments, meetings and trainings. May work in remote locations or in noisy work areas. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

UNUSUAL WORKING CONDITIONS
May work with angry, irate or upset customers.   May require some evening or weekend work to address workload and when meeting with the public. May be required to carry a cell phone or paging device and respond to issues and/or emergency situations outside the normal work schedule, including weekends and holidays.   

Salary : $104,686 - $127,213