Purchasing Manager

Position Summary: 

Under the direction of the Finance Director, manage the City’s purchasing functions, assigned activities with other divisions, outside agencies, and the general public; purchase materials, supplies, and equipment; process request for proposals (RFP), request for bids (RFB), and request for qualifications (RFQ); negotiate and administer designated service and/or maintenance contracts/agreements; research and analyze a variety of technical and specialized products and/or services; provide assistance to and act as a procurement advisor to City Departments and perform other related duties as required.

Essential Duties and Responsibilities: 

• Develops and maintains city-wide purchasing procedures based on the Georgia Code and City of Mableton Municipal Code regulations and requirements; provides training to other City staff as required.
• Develops and maintains citywide purchase order procedures and purchase order entry system; coordinates and approves City purchase orders as assigned; maintains the purchase order module using financial management system software.
• Manages the Purchase card (P-card) process with designated provider; maintains P-card system; reviews accounts for fraudulent purchases; updates spending limits when requested.
• Maintains contact and negotiates with vendors; evaluates vendor performance; processes claims with vendors for damaged materials and shortages; monitors invoices for accuracy when applicable; reconciles discrepancies with shippers and suppliers; obtains credit where appropriate.
• Oversees the purchases of goods and supplies for all City departments; reviews purchase specifications; obtains, analyzes, compares, and prepares requests for quotations and invitations for bid; interviews vendors and determine sources of supplies; researches new sources of supply; keeps informed of new products.
• Develops and maintains citywide consultant contract and service agreement procedures; provides training to City staff on contracts and service agreement procedures as needed.
• Oversees and encumbers contract and service agreements using financial management system software.
• Oversees the generation of consultant services contracts and service agreements citywide; maintains databases of all contracts and agreements; scans all contracts and agreements.
• Oversees inventory of City assets including infrastructure, buildings, building contents, property, vehicles, and equipment with staff in the Finance Department.
• Develops the annual procurement budget; provides estimated costs for assigned contracts, insurance services and other assigned programs; monitors budget expenditures.
• Directs and coordinates activities with other City departments and with outside agencies; organizes meetings between vendors and appropriate City staff; arranges demonstrations of vendor products; consults with departmental representatives relative to special projects, purchasing needs, procedures, complaints and special problems.
• Maintains liaison with other departments on matters relating to substitutions, equivalents, delivery schedules and vendor problems.
• Directs the disposition of surplus property and equipment, materials, services and supplies.
• Establishes effective working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, City attorney and staff, and the public. 

Additional Duties and Responsibilities:

These duties are typical for this classification.  Incumbents may not perform all the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.  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.

Minimum Qualifications

• Bachelor’s degree in Finance, Accounting, Business, Public Administration, or a closely related field.
• Five years of local governmental purchasing experience.
• An equivalent combination of related education and experience will be considered.  
• Proficiency in Google Suite, Microsoft Office Suite, and other relevant financial software.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively.
• Satisfactory credit and background check. 

Knowledge, Skills, and Abilities

• Plan and schedule buying activities consistent with both economy and service.
• Manage, direct, and coordinate the work of staff.
• Select, manage, train, and evaluate staff.
• Make sound judgments as to quality and quantity of supplies purchased in relation to use.
• Communicate effectively, both orally and in writing.
• Establish and maintain accurate records and files.
• Prepare clear and concise specifications and reports.
• Buy effectively, considering price, service, quality and delivery.
• Perform accurate basic mathematical functions.
• Establish and maintain effective working relationships with City staff, vendors, and the general public.
• Extensive knowledge of generally accepted purchasing and contracting principles, policies, procedures and legal requirements.
• Principles of management, training, and performance evaluation.
• Common purchasing and legal terminology.
• Pertinent federal, state, and local codes, laws, and regulations including those applicable to informal bidding procedures and purchasing operations.
• Types and sources of materials, supplies, services, and information on economic conditions, industry trends, commodity pricing methods, discounts and price differentials.
• Terminology used in the ordering of supplies and equipment commonly used by the various City departments.
• Storeroom practices and stock record systems.
• Pertinent federal, state, and local laws, codes, and regulations.
• Proper methods of establishing specifications.
• Computers and associated software programs for spreadsheets and correspondence.

Preferred Qualifications

• Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO)