City of Hesperia. PURCHASING SUPERVISOR Classification Specification Non-Represented Management

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1 Incorporated PURCHASING SUPERVISOR Classification Specification Non-Represented Management Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position. DEFINITION: Under direction of the Deputy Finance Director or his/her designee, the is responsible for the supervision and organization of the City s centralized purchasing activities and related work as assigned. This position also serves as a technical procurement resource for the City s Management, employees, and the public. DISTINGUISHING CHARACTERISTICS: The is the Management level classification responsible for the centralized purchasing for the City. This classification is distinguished from the next lower classification of Purchasing Analyst by the performance of the overall supervisory functions for the centralized purchasing section and the designation as the technical procurement resource for the City s management, employees, and the public. The incumbent may exercise independent judgment and discretion not of a routine or clerical nature in evaluating and reporting on the work efforts of assigned staff. SUPERVISION RECEIVED/EXERCISED: Supervision is received from the Deputy Finance Director and/or designee. The incumbent exercises technical and functional supervision over purchasing and/or clerical staff as assigned. ESSENTIAL FUNCTIONS: (The following is a list of typical duties assigned to the Purchasing Supervisor. The duties included on this list are examples and are not intended to be allinclusive or restrictive.) Plans, organizes, directs, oversees and monitors all centralized purchasing activities for the City and its component-unit agency/districts and maintains an accurate inventory of designated City materials and supplies. Assists City staff with procurement needs by providing professional and technical guidance on obtaining materials and services.

2 Participates in the development and implementation of goals, objectives, policies, and priorities for the purchasing activities for the City. Identifies resource needs, recommends and implements policies, procedures, rules, regulations and ordinances. Assists in the development of City policies and procedures involving the acquisition of supplies, services, and/or commodities. Oversees, reviews, evaluates, and processes Requests for Proposals (RFP s), Requests for Qualifications (RFQ s), purchase orders and contracts, verifies proper account numbers/funds for ordered items and vendor compliance with insurance requirements; signs and approves purchase orders as authorized; and coordinates and monitors open/blanket purchase orders. Directs, coordinates, and reviews the work plan for Purchasing; meets with staff to identify and resolve problems; assigns work activities and projects; monitor s work flow; reviews and evaluates work products, methods, and procedures. Supervises and trains assigned staff; assumes responsibility for motivating and evaluating assigned personnel and initiates disciplinary procedures as appropriate. Maintains appropriate work records and documents which may include purchase orders, bid documentation, contracts, insurance records, purchasing reports, proposals, and other documentation; prepares statistical and/or analytical reports on operations as necessary. Researches, analyzes, and develops diversified and reliable sources of supplies; establishes and maintains contacts and negotiates with vendors; keeps informed of new products; and evaluates vendor performance. Develops specifications, contracts, bonding requirements, purchase orders and other documents as necessary. Develops and implements formal and informal bidding policies; develops bid documents and specifications; conducts public bid openings; analyzes bids against specifications and prepares bid analyses; composes and prepares staff reports; and recommends and/or awards contracts and/or purchases in accordance with all laws, City Ordinances, regulations and policies. Conducts pre-bid specification review conferences with bidders and City officials and/or staff to resolve any conflicts or misunderstandings regarding bids. Stays abreast of current and long-range trends in the field of purchasing and supply; attends seminars and professional meetings as is necessary. Page 2

3 Assists in the development of the budget and quarterly budget reviews; monitors and approves expenditures; recommends adjustments as necessary. Coordinates purchasing services with other City departments, divisions, programs, and outside agencies. Ensures that procurement activities meet legal and professional standards by enforcing pertinent laws, codes, policies and regulations, and professional ethics regarding purchasing operations. Encourages the standardization of equipment, materials, and services used by various City departments/divisions/programs. Meets and assumes responsibility as liaison between vendors and City departments relative to procurement activities. Establishes and maintains contact and negotiates with vendors; keeps informed of new products; develops new sources of supply; and evaluates vendor performance. Advises departments of new products, market conditions, and trends. Supervises the transfer of surplus or unused supplies and equipment between departments, as needed, and the sale of surplus items in excess of or unsuitable for City use. Performs other related and peripheral duties as required and necessary for the successful performance of this job. QUALIFICATIONS: classification.) (The following are minimal qualifications necessary for entry into the Education and/or Experience: Any combination of education and experience that has provided the knowledge, skills and abilities necessary for a. A typical way of obtaining the required qualifications is to possess a Bachelor s degree from an accredited college or university with major course work in business administration, public administration, accounting, economics, or a closely related field; three (3) years of professional purchasing experience including one (1) year in a supervisory capacity; and a High School diploma or GED. License/Certificate: Possession of, or ability to obtain, a valid class C California driver s license. Page 3

4 Other Requirements: May be required to work outside the traditional work schedule. Professional purchasing certification of Certified Purchasing Manager (CPM), Certified Professional Public Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) is desirable. Public agency purchasing experience and knowledge of governmental accounting. Knowledge of City Municipal Code as applied to purchasing regulations and standards. KNOWLEDGE/SKILLS/ABILITIES: (The following are a representative sample of the KSA s necessary to perform essential duties of the position.) Knowledge of: City, County, State and Federal statues, rules, regulations, ordinances, codes, administrative policies, and other operational guidelines and directives for purchasing for a municipality; Public Contract Code, Uniform Commercial Code, Uniform Computer Information Transactions Act, and Uniform Contract Code; governmental purchasing practices, principles, and terminology related to a wide variety of products, services, and commodities; principles of contract negotiation and administration practices; competitive bidding and pricing procedures; types, grades, unit price and sources of supply of equipment, supplies, products, and commodities to be purchased; research methodology and costing techniques; operational characteristics, services, and activities of a comprehensive municipal purchasing program; principles and practices of purchasing techniques and statistics; methods and techniques for report preparation and writing and record keeping; principles of supervision, training, and performance evaluation; principles of contract negotiation and administration; principles of budget preparation and control; safe driving principles and practices; modern office practices, methods, and computer equipment. Skill to: Operate an office computer and a variety of word processing, spreadsheet and other software applications; effectively operate a motor vehicle on City streets; evaluate market conditions, current prices, trade names and brands relating to purchasing for a municipality. Ability to: Interpret City policy as it relates to purchasing activities; manage and coordinate the work of technical and administrative support personnel; select, train, supervise, and evaluate staff; effectively handle a variety of assignments simultaneously; analyze, Page 4

5 evaluate, and reconcile data, and prepare comprehensive reports and studies; communicate clearly and concisely both verbally and in writing; plan, organize, and coordinate the City s purchasing activities; prepare verbal presentations and written reports; work independently; and establish and maintain effective working relationships. WORKING CONDITIONS: Position requires prolonged or intermittent sitting, standing, walking on level, uneven, or slippery surfaces, reaching, twisting, turning, kneeling, bending, stooping, squatting and crouching. The position also requires grasping, repetitive hand movement and fine coordination in preparing reports and using a computer keyboard in the performance of daily duties. Additionally, the position requires near and far vision when reading correspondence and using a computer and acute hearing is required when providing phone service and communicating in person. The need to lift, carry, push, and pull files, reports and other materials weighing up to 40 pounds is required. The employee may occasionally be required to travel to different sites and locations; when working outdoors the incumbent may encounter extreme weather conditions, including wet, hot, cold, wind, snow, ice, and heavy vehicle traffic. The noise level in the work environment is usually quiet to moderate when indoors and moderate to loud when outdoors. Adopted March 2006 Working Conditions and Formatting Revised July 2008 Berta M. Barocio-Sullivan, Director of Human Resources/Risk Management Director Page 5