What are the responsibilities and job description for the Purchasing Officer position at City of Hutto?
JOB
Title: Purchasing OfficerDepartment: FinanceStatus: Full-TimeFLSA: ExemptPOSITION OVERVIEWUnder the supervision of the Director of Finance, this position manages the City’s procurement and purchasing functions, including preparation of bid documents such as Requests for Proposals, obtaining quotes, and evaluating bids/quotes for best value. This position is also responsible for preparing purchase orders, updating supplier database for new suppliers and/or changes. Oversee the City ‘s credit cards (P-cards) system, maintaining the City’s e-procurement software, and ensures purchasing compliance with State and Federal laws.ESSENTIAL DUTIESResponsible in managing the city’s procurement and purchasing functions. Prepares bid documents such as Requests for Proposals, Request for Qualifications, or quotes and evaluates bids/quotes for best value, and once approved, posting of the documents on bidding websites (such as BidNet) and the City Website. Maintains correspondence with departments and project vendors throughout the bid process.Reviews and authorizes purchase of goods and services with the completion of required documents and obtain approvals prior to issuance of purchase order.Updates Incode supplier database for new suppliers and/or supplier changes.Receives and processes applications for P-Cards, maintains SmartCard system, collects P-Card receipts and manages accounting in booking the monthly expense entry for P-Cards.Maintains the City’s e-procurement software, which includes general oversight of contract management Provides training related to purchasing processes and to ensure city’s compliance with rules and regulations are being followed. Provides purchasing planning and control information by collecting, analyzing, and summarizing data and trends. Monitors and updates the City’s purchasing processes for adherence with the City’s purchasing policy as well as State purchasing laws and regulations. Ensures that suppliers complete all required paperwork that may include but not limited to HB 1295 and HB 89 Certifications.Updates job knowledge by participating in educational opportunities and provide training and assistance to department personnel as needed.Ensures a comprehensive records management process is being followedThis position may be involved in strategic sourcing decisions, supplier relationship management, and contract negotiations. Performs other duties as assigned.KNOWLEDGE, SKILLS & ABILITIESEffective management of public purchasing practices and techniques. Proficient in various procurement statutes, ordinances, and codes and applying these consistently.Knowledge of accounting and budgeting process as it relates to purchasing transactions.Proficiency in drafting, reviewing, and managing contracts, well-versed in contract laws, terms, and conditions.Strong negotiation, communication and analytical skills, along with a good understanding of financial principles, contract management and inventory systems. Knowledge of buying procedures, purchase orders, delivery orders, and the use of purchasing cards.Skill in informal and all formal source selection processes including price competition.Skill in computer applications including spreadsheets, databases, and word processing software.Skill in effective verbal and written communicationSkill in exercising good judgment, tact, and diplomacy.Ability to establish and maintain good working relationships with City employees and the public. Professional representation of this role is critical.Ability to resolve conflicts and seek appropriate solutions, as needed. EDUCATION, CERTIFICATIONS, LICENSES & EXPERIENCEBachelor’s degree from an accredited college or university with major coursework in Accounting, Finance, or related fieldFive (5) years of professional experience in a purchasing capacity, with a minimum of two (2) years of experience within a municipalityPHYSICAL DEMANDSThis position is primarily sedentary, requiring an individual to sit at a desk for long periods of time, working on a computer.Must be able to lift up to 20 lbs.CORE VALUES This position requires an individual to align with and maintain the standard as set by our organization’s Core Values: Integrity- Communicating honestly, being accountable, upholding moral principles, and supporting our organization’s valuesCollaboration- Showing teamwork is equally as cherished as individual achievements by celebrating positive outcomes togetherConsistency- Producing an accomplished standard of work in the workplaceServant leadership- Actively listening to exert a positive influenceMutual respect- Valuing opportunity, unique contributions, and each otherForward-thinking- Considering needs, listening to team members, and thinking innovativelyDISCLAIMERThe above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.The City of Hutto provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard of race, color, religion, age, sex, national origin, disability, marital status, genetics, protected veteran status, sexual orientation or any other protected characteristic under applicable law.
Title: Purchasing OfficerDepartment: FinanceStatus: Full-TimeFLSA: ExemptPOSITION OVERVIEWUnder the supervision of the Director of Finance, this position manages the City’s procurement and purchasing functions, including preparation of bid documents such as Requests for Proposals, obtaining quotes, and evaluating bids/quotes for best value. This position is also responsible for preparing purchase orders, updating supplier database for new suppliers and/or changes. Oversee the City ‘s credit cards (P-cards) system, maintaining the City’s e-procurement software, and ensures purchasing compliance with State and Federal laws.ESSENTIAL DUTIESResponsible in managing the city’s procurement and purchasing functions. Prepares bid documents such as Requests for Proposals, Request for Qualifications, or quotes and evaluates bids/quotes for best value, and once approved, posting of the documents on bidding websites (such as BidNet) and the City Website. Maintains correspondence with departments and project vendors throughout the bid process.Reviews and authorizes purchase of goods and services with the completion of required documents and obtain approvals prior to issuance of purchase order.Updates Incode supplier database for new suppliers and/or supplier changes.Receives and processes applications for P-Cards, maintains SmartCard system, collects P-Card receipts and manages accounting in booking the monthly expense entry for P-Cards.Maintains the City’s e-procurement software, which includes general oversight of contract management Provides training related to purchasing processes and to ensure city’s compliance with rules and regulations are being followed. Provides purchasing planning and control information by collecting, analyzing, and summarizing data and trends. Monitors and updates the City’s purchasing processes for adherence with the City’s purchasing policy as well as State purchasing laws and regulations. Ensures that suppliers complete all required paperwork that may include but not limited to HB 1295 and HB 89 Certifications.Updates job knowledge by participating in educational opportunities and provide training and assistance to department personnel as needed.Ensures a comprehensive records management process is being followedThis position may be involved in strategic sourcing decisions, supplier relationship management, and contract negotiations. Performs other duties as assigned.KNOWLEDGE, SKILLS & ABILITIESEffective management of public purchasing practices and techniques. Proficient in various procurement statutes, ordinances, and codes and applying these consistently.Knowledge of accounting and budgeting process as it relates to purchasing transactions.Proficiency in drafting, reviewing, and managing contracts, well-versed in contract laws, terms, and conditions.Strong negotiation, communication and analytical skills, along with a good understanding of financial principles, contract management and inventory systems. Knowledge of buying procedures, purchase orders, delivery orders, and the use of purchasing cards.Skill in informal and all formal source selection processes including price competition.Skill in computer applications including spreadsheets, databases, and word processing software.Skill in effective verbal and written communicationSkill in exercising good judgment, tact, and diplomacy.Ability to establish and maintain good working relationships with City employees and the public. Professional representation of this role is critical.Ability to resolve conflicts and seek appropriate solutions, as needed. EDUCATION, CERTIFICATIONS, LICENSES & EXPERIENCEBachelor’s degree from an accredited college or university with major coursework in Accounting, Finance, or related fieldFive (5) years of professional experience in a purchasing capacity, with a minimum of two (2) years of experience within a municipalityPHYSICAL DEMANDSThis position is primarily sedentary, requiring an individual to sit at a desk for long periods of time, working on a computer.Must be able to lift up to 20 lbs.CORE VALUES This position requires an individual to align with and maintain the standard as set by our organization’s Core Values: Integrity- Communicating honestly, being accountable, upholding moral principles, and supporting our organization’s valuesCollaboration- Showing teamwork is equally as cherished as individual achievements by celebrating positive outcomes togetherConsistency- Producing an accomplished standard of work in the workplaceServant leadership- Actively listening to exert a positive influenceMutual respect- Valuing opportunity, unique contributions, and each otherForward-thinking- Considering needs, listening to team members, and thinking innovativelyDISCLAIMERThe above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.The City of Hutto provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard of race, color, religion, age, sex, national origin, disability, marital status, genetics, protected veteran status, sexual orientation or any other protected characteristic under applicable law.
