Purchasing Manager

Job Description

Recruitments posted as "Continuous" are subject to close at any time following an initial two-week posting period. Upon closing, the applications received will be screened and notices will be sent to the applicants regarding the status of their application.

Under general supervision of the Finance Director or their designee, manage and coordinate the City’s centralized purchasing division. Participate in the development, implementation, and monitoring of procurement policies, regulations, laws, and contractual compliance. To provide highly responsible and technical staff assistance in developing specifications for goods and services including requests for bids and proposals; perform related duties as assigned.

JOB REQUIREMENTS

These examples are intended only as illustrations of the various types of work performed. The examples of work performed are neither restricted to nor all-encompassing of the duties to be performed under this job title.

• Administer the procurement of City materials, supplies, equipment, and services.
• Supervise Buyers, including training in related job responsibilities, assigning and directing work, providing performance appraisals and handling operational issues within the department.
• Coordinate the work activities of the department, schedule vacations and work hours and process payroll timesheets by tracking and/or verifying hours worked.
• Direct the coordination of City Departments on all contracts and RFP’s to monitor for appropriate contract language and compliance with State regulations and City policies and procedures.
• Review and approve purchase orders and requisitions for accuracy and compliance with government contract code requirements.
• Confer with multiple vendors as to availability of goods, prices, deliveries, discounts, and changes in supplies, materials, and equipment offered for sale.

• Assist City Departments in resolving complaints and problems with vendors (purchase orders).
• Train and advise all departments regarding City purchasing and contract compliance procedures.

• Develop, coordinate, and implement improved systems and procedures to ensure centralized purchasing.
• Confer with and assist City staff in developing specifications and selecting appropriate materials and equipment.

• Receive and distribute procured items.
• Assist in the preparation of the annual departmental budget.

• Coordinate purchasing-related activities with other City departments and divisions and with outside agencies.

• Organize and maintain the computerized requisition, purchase order and contract management system.
• Enter product information to create Purchase Orders.
• Manage credit card programs, and associated travel software.
• Facilitate the budgeting and reporting of the City’s capital improvement plan.
• Supervise necessary demonstrations and tests of supplies and equipment.

• Prepare a variety of periodic activity reports.
• Administer, coordinate and oversee the formal bid process for purchase of equipment, supplies, professional services and construction contracts for the City as required.

• Prepare requisitions for restocking and replacement of warehouse items.
• Take lead role in coordination with City departments for the sale of surplus equipment and file reports of disposition.
• Coordinate on-going documentation and identification of fixed assets purchases/disposals in database in order to provide to the Accounting Division as requested.
• Prepare and present reports to the City Council, as needed.
• Perform related duties as required.

MINIMUM QUALIFICATIONS

Knowledge of:

• Principles, methods, and procedures of purchasing and inventory control.
• Variety of supplies, materials, equipment, and services, including construction, used by a municipality.
• Warehousing operations, methods, and techniques.
• Principles of accounting, administration, budget, and personnel management.
• Computerized inventory systems, word processing, and spreadsheet creation.
• Purchasing section of the City of Ukiah Municipal Code.
• State of California procurement laws related to public contracts.
• Federal procurement laws related to contracts with Federal funding.

Ability to:

• Analyze commodity requirements, interpret market prices and trends, and to solve procurement problems.
• Effectively motivate and lead department in municipal setting.
• Train and evaluate assigned staff.
• Develop and maintain purchasing records, purchasing systems, and procedures.
• Develop and present proposals for changing purchasing policies and procedures.
• Exercise excellent customer service while enforcing City policies and purchasing protocols.
• Communicate clearly and concisely, orally and in writing.
• Establish and maintain cooperative relationships with City staff, vendors, and the general public.
• Perform physical labor required in the receipt and issuance of supplies.
• Properly interpret and make decisions in accordance with laws, regulations and policies.
• Train City employees in proper purchasing procedures.
• Analyze requisitions and review specifications for clarity and appropriateness.
• Attend City Council meetings during evening hours on an as-needed basis.
• Operate a forklift.
• Lift approximately 55 lbs.

Experience and Education:

Any combination equivalent to:

• Five years of responsible purchasing experience, including familiarity with inventory control and accounting procedures, with two years’ supervisory experience. Governmental experience preferred.
• A bachelor's degree from an accredited college or university with major study in purchasing, business administration, public administration, marketing, or related field, and may substitute for up to three years of related experience.
• Possessing one or more of the following licenses/credentials/certifications is also desirable:
  • NIGP Certified Procurement Official (CPP)
  • UPPCC Certified Public Procurement Officer (CPPO)
  • UPPCC Certified Professional Public Buyer (CPPB)
  • ISM Certified Purchasing Manager (CPM)

Necessary Special Requirements:

• Possession of a valid Class C California Driver’s License.
• Ability to obtain forklift certification within three months from date of appointment.

SELECTION PROCEDURE

Applications must be filled out completely. Resumes submitted in lieu of completing an application will not be considered. Applications will be reviewed by a screening committee and those applicants who appear to be among the best qualified will be selected for the examination process. This process may include a variety of techniques designed to test applicants’ knowledge, skills, and abilities to perform the duties and responsibilities of the job. An eligibility list will be established by ranking candidates by their overall score and a selection will be made from the candidates on this list. All employment offers are subject to a City-paid physical examination and a thorough reference and background check.

In accordance with the Immigration Reform Act of 1986, the City must verify, once an employment offer has been made, that all persons have written proof of their right to work in the United States.

In accordance with the Americans with Disabilities Act (ADA), if special accommodations are necessary at any stage of the testing process, please notify the Human Resources Department in advance at (707) 463-6244 so your request may be reviewed prior to the occurrence of the test.

The City of Ukiah is an Equal Opportunity Employer committed to building a diverse workforce.

Continually working to promote diversity, equity, transparency, and justice through the adoption and implementation of City practices, policies, and procedures.

The City of Ukiah offers a competative benefits package to all full-time employees, including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

Part-time employees may receive benefits on a pro-rated basis.

To learn more details, contact us at [email protected].