Supervisor - Purchasing

GENERAL DESCRIPTION

Under the general supervision of the Division Manager – Purchasing, the Supervisor - Purchasing oversees daily purchasing operations, including requisitions, bid coordination, vendor processes, and procurement documentation. The position supports the Division Manager - Purchasing by coordinating purchasing activities and ensuring compliance with applicable laws, policies, and procurement standards. This role provides functional oversight of procurement workflows, quality control, documentation accuracy, vendor management processes, and the timely execution of purchasing activities across the organization. The Supervisor - Purchasing also serves as a subject-matter resource to departments and helps improve the efficiency, consistency, and transparency of procurement operations. Staff oversight responsibilities may be assigned by the Division Manager - Purchasing as needed.

SUPERVISION EXERCISED

Provides technical oversight of procurement processes and supervises staff as assigned.

IMPORTANT AND ESSENTIAL DUTIES

Support the Division Manager - Purchasing in implementing and maintaining purchasing policies and procedures in compliance with City policies and applicable local, state, and federal regulations.

Provide oversight of requisitions, purchase orders, change orders, contracts, and procurement documentation to ensure accuracy, completeness, and compliance.

Support City departments with purchasing procedures, procurement planning, vendor processes, and technical guidance related to procurement activities.

Monitor purchasing transactions and procurement activities for compliance and identify process issues requiring clarification or corrective action.

Assist departments with developing specifications for goods and services and preparing bid and proposal documents.

Coordinate bid openings, receive and log bids, and verify required procurement documentation.

Supervise the maintenance of purchasing records and documentation in accordance with public records and retention requirements.

Oversee vendor management processes, including vendor onboarding, W-9 compliance, vendor records maintenance, and vendor communications.

Supervise the disposal of surplus property in compliance with applicable municipal requirements.

Provide training and technical assistance on procurement systems, purchasing procedures, and best practices; supervise staff as assigned.

Assist with city-wide and multi-departmental procurement initiatives, contract coordination, vendor relations, and cost allocation support.

Identify procurement process inefficiencies and recommend operational improvements to the Division Manager - Purchasing.

Operate a personal or City vehicle for City related business.

OTHER JOB RELATED DUTIES

Perform other job-related duties and responsibilities as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Public sector purchasing laws and regulations.

Competitive bid processes and procurement best practices.

Purchasing procedures, cooperative purchasing agreements and contract requirements.

Purchasing process cycles, from beginning to end.

Best practices for vendor management, including a basic understanding of IRS W-9 requirements for vendors.

ERP procurement modules and related systems.

         Skill to:

Operate office equipment, computers, and procurement software effectively.

Prepare and maintain accurate purchasing records, reports, and bid documents.

Apply strong organizational, analytical, and communication skills.

Demonstrate exceptional attention to detail and accuracy.

Manage multiple tasks and deadlines in a fast-paced environment.

Operate a motor vehicle.

          Ability to:

          Interpret and apply procurement laws, policies, and procedures.

Review purchasing transactions for accuracy, compliance, and completeness.

Work independently and exercise sound judgment.

Meet deadlines and manage assigned responsibilities effectively.

Provide training, technical support, and procedural guidance.

Communicate effectively, verbally and in writing, with departments, vendors, and external partners.

          Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.

          Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.

          Lead, manage, and perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.

Experience and Training Guidelines:

For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying.  Knowledge, skills, and abilities may be obtained through:

Experience:

Three (3) years of professional purchasing or procurement experience is required.

At least (2) two years of lead or supervisory experience, or demonstrated experience providing technical guidance, training, or coordination of procurement functions is required.

Experience in public sector procurement is preferred.

Education/Training:

High school diploma or GED is required.

Bachelor’s degree in Business Administration, Finance, Public Administration, Supply Chain Management, or related field is preferred.

          License or Certificate:

Valid Texas driver’s license, the ability to obtain one within ninety (90) days of employment or a military waiver is required.

Purchasing certifications such as CPPB, CPPO, CPM or CPSM or the ability to work towards certifications is preferred.

Special Requirements:

Essential duties require the following physical skills and work environment:

With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday:

          ___     Sedentary – lifting of no more than 10 pounds

          ___     Light – lifting no more than 20 pounds; carrying up to 10 pounds

          _X_    Medium – lifting no more than 50 pounds; carrying up to 25 pounds

          ___     Heavy – lifting no more than 100 pounds; carrying up to 50 pounds

          ___     Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds

Physical Demand Codes:  The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:

Codes for how often:

N        =        No

E        =        Extensive (100 – 70% of the time)

M       =        Moderate (60 – 30% of the time)

I         =        Infrequent (20 – 10% of the time)

A        =        Almost Never (<10% of the time)