Purchasing Manager

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description. JOB SUMMARY: This position is responsible for administering, managing, and coordinating the City's procurement process and central warehouse. MAJOR DUTIES: Plans, manages, and directs the efforts of the centralized procurement program and staff for securing competitive prices for the goods and services requested by City departments; ensures compliance with North Carolina General Statutes, City policies, and applicable Federal and grant requirements. Oversees the bid process; places newspaper ads, notifies potential bidders, and solicits participation from minority owned businesses; sets bid schedules; evaluates bids and awards contracts. Manages the procurement card program to ensure compliance with applicable policies and statutes. Assists departments and coordinates the creation of non-restrictive bid specifications and requests for proposals that are clear, fair, and compliant with federal, state, and local laws. Coordinates the evaluation, selection and award process for contracts ensuring a fair and competitive process and best value for the procurement. Oversees the management and operation of the City Warehouse; ensures that inventory equipment and supplies are ordered in a timely and efficient manner and in accordance with bid requirements; ensures supplies are stocked in sufficient quantities. Reviews and executes contracts, purchase orders, change orders, and other documents within delegated authority. Manages various contracts for printing, postage, custodial, and mail room services. Maintains professional relationships with existing and potential vendors and suppliers. Assists city departments with vendor issues in a fair and respectful manner. Makes determination with respect to bid protests and contract claims. Manages the City's surplus auctions; ensures items are disposed of in accordance with North Carolina General Statute requirements and City policies; secures and accounts for all funds generated from the sale. Provides guidance to the organization on procurement processes, current and emerging regulations, and referral of vendors. Develops and recommends policies, procedures, and technology that will provide excellent customer service, timely compliance with regulations, and best practices for the procurement office and warehouse operations. Manages the software setup, testing, operation, and training for the purchasing and warehouse operations. Prepares and manages annual budget for the division. Trains, assigns, directs, supervises, evaluates, and disciplines personnel. Performs other related duties as assigned. Education and Experience: Knowledge and level of competency commonly associated with the completion of a baccalaureate degree in business or finance from an accredited college or university in a course of study related to the occupational field. Experience sufficient to thoroughly understand the diverse objectives and functions of the division and procurement needs of all departments in order to direct and coordinate work within the division, usually interpreted to require at least five years of purchasing management experience or seven years of progressively responsible experience in purchasing with supervisory experience. Possession of valid driver's license with an active and consecutive 3-year satisfactory verifiable driving history. Driving history will be checked. (Must be able to be licensed in the State of North Carolina) Certified Local Government Purchasing Officer (CLGPO), Certified Purchasing Manager (CPM), or Certified Public Procurement Officer (CPPO) certification preferred. KNOWLEDGE REQUIRED BY THE POSITION: Extensive knowledge of North Carolina General Statutes, Federal laws, and grant guidelines related to municipal purchasing processes. Knowledge of local government management practices. Knowledge of budgeting and general governmental accounting practices in relation to procurement functions. Advanced knowledge of the principles and practices of contract administration. Knowledge of goods and services commonly used by governmental and utility entities. Skill in the supervision of diverse personnel. Advanced skill in analyzing problems and identifying solutions. Advanced skill in preparing clear and accurate reports. Advanced skill in establishing cooperative and productive working relationships. Skill in evaluating and establishing written policies and procedures. Extensive skill in setting priorities for competing projects. Skill in performing mathematical calculations. Knowledge of technology related to the purchasing and warehouse operations. Advanced knowledge of enterprise wide software for purchasing and inventory operations. Extensive skill in interpersonal relations. Extensive skill in oral and written communication. SUPERVISORY CONTROLS: The Finance Director assigns work in terms of division goals and objectives. The work is reviewed through conferences, reports, and observation of division activities. GUIDELINES: Guidelines include North Carolina General Statutes; the City of Rocky Mount Personnel Manual; and the City of Rocky Mount Administrative Policy Manual. These guidelines require judgment, selection, and interpretation in application. This position develops division guidelines as well as purchasing guidelines for the entire organization. COMPLEXITY: The work consists of varied management, administrative and supervisory duties. Strict regulations and the variety of items to be purchased contribute to the complexity of the position. Procurement requirements may vary depending on the use of local, state, or federal funding sources and must be determined in order to apply the appropriate procurement method. The work is fast paced and requires the manager to multi-task and manage delegation to staff. SCOPE AND EFFECT: The purpose of this position is to manage the City's purchasing function and central warehouse requirements. Success in this position provides the equipment and resources needed for City operations and does so in compliance with relevant laws. PERSONAL CONTACTS: Contacts are typically with other City personnel, vendors, state contract officials, and members of the general public. PURPOSE OF CONTACTS: Contacts are typically to give or exchange information, provide guidance, resolve problems, provide services, motivate and influence persons, and justify or settle matters. PHYSICAL DEMANDS: The work is typically performed while sitting at a desk or table or while intermittently sitting, stooping, bending, crouching, standing or walking. The employee frequently lifts light and heavy objects. WORK ENVIRONMENT: The work is typically performed in an office, stockroom, warehouse, and outdoors. The employee is exposed to noise, dust, dirt, grease, machinery with moving parts, irritating chemicals, and occasional cold or inclement weather. The work requires the use of protective devices such as masks, goggles, or gloves. The work involves the use of the computer on a daily basis and for extended periods of time. SUPERVISORY AND MANAGEMENT RESPONSIBILITY: This position has direct supervision over MWBE Coordinator, Senior Purchasing Technician, Purchasing Technicians, Warehouse Supervisor, and Warehouse employees.