Purchasing Division Director

Salary Range:

DISTINGUISHING CHARACTERISTICS OF WORK

Highly responsible work on an administrative level dealing with the supervisory of technical, clerical and administrative tasks involved in municipal purchasing of all vendor services, supplies, materials and equipment required by any office, department or agency of the City government.

ESSENTIAL EXAMPLES OF DUTIES

The following illustrates examples of some of the essential duties and responsibilities of the Purchasing Division Director. There may be other essential functions, not listed below, in order to accomplish the tasks as presented by the Supervisor.

• Direct and oversee the procurement of all goods, supplies, and services needed, in accordance with all applicable federal, state, and local laws, policies, and procedures.
• Ensure integrity, transparency, and accountability in all public procurement processes.
• Develop, recommend, and continuously improve procurement policies and procedures to enhance efficiency and standardization.
• Promote open and competitive procurement practices that achieve best value for the City.
• Research market sources and vendors to locate and ensure cost-effective and competitive pricing for the purchase of supplies and services.
• Oversee preparation and issuance of solicitation documents.
• Receive and evaluate proposals and bids; analyze and prepare recommendations for the award of contracts.
• Negotiate contracts, pricing, terms, and conditions with vendors and suppliers.
• Establish standard contract clauses in contracts, solicitations, and purchase orders.
• Prepare or supervise the preparation of contractual documents with suppliers.
• Conduct training of government employees in the procedures and techniques required in the performance of their duties. Assist staff by providing technical guidance and direction.
• Serve as the City’s subject matter expert and advisor on procurement matters.
• Effectively communicate procurement policies and procedures to personnel and interpret said policies and procedures as necessary.
• Prepare or direct the preparation of reports which represent the department’s activities.
• Present agenda items and recommendations to City leadership and City Council.
• Represent the Purchasing Division in meetings with internal departments, external agencies, vendors, and the public.
• Coordinates work with various city departments in developing requests for proposals, requests for qualifications, and requests for information; conducts preliminary discussions with departmental officials; determines if RFP/RFQ is proper procurement method and recommends alternate procurement methods if appropriate.
• Responsible for issuing Invitations to Bid (ITB), Requests for Proposals (RFP), and Requests for Qualifications (RFQ). Duties include: writing and reviewing specifications; placing legal notices; developing vendor mailing lists; attending pre-bid and pre-construction meetings; conducting public bid openings; and tabulating results. Further responsibilities include recommending awards to the City Mayor, issuing award or rejection letters, and ensuring all required licenses, bonds, insurance, and financial statements are obtained.
• Prepares, reviews and analyzes complex scopes of work for flexibility, type of contract language needed, vendor requirements and other factors; determines whether scope of work provides a basis for evaluation.
• Develops contract specific language necessary to meet the needs of each RFP, RFQ, or bid.
• Prepare and manage the annual division budget.
• Establishes and enforces specifications with respect to supplies, materials and equipment required by the City government.
• Supervises the solicitation of quotations and approves all purchases and payment for any and all purchases as outlined by the City Charter.
• Works closely with City agencies to resolve any problems surrounding the purchasing procedure, maintains responsibility and provides supervision for support staff.

KNOWLEDGE, SKILLS, AND ABILITIES

• Thorough knowledge of public procurement principles, practices, and regulations.
• Strong understanding of contract administration, competitive bidding, and vendor management.
• Knowledge of inventory control systems and financial tracking methods.
• Ability to analyze complex data, contracts, and procurement documents.
• Strong leadership and supervisory skills, with the ability to manage and develop staff.
• Ability to build and maintain effective working relationships with vendors, staff, and stakeholders.
• Strong organizational skills with attention to detail and accuracy.
• Ability to interpret and apply laws, policies, and procedures.
• Proficiency in leveraging modern ERP platforms and procurement software, such as Workday and OpenGov, to manage complex financial records and automate procurement-to-pay cycles.

PHYSICAL REQUIREMENTS

The following are some of the physical requirements associated with this position. Reasonable accommodation may be made by the City to enable an individual to perform the essential duties/functions of the position.

• Must have ability to effectively communicate and interact with other employees and the public through the use of telephone and personal contact as normally defined by the ability to see, read, talk, stand, hear, hands to finger dexterity, handle, feel or operate objects, read and write English.
• Physical capability to effectively use and operate various items of office equipment; such as but not limited to a personal computer, calculator, copier and fax machines.
• Work is performed indoors within a quiet to moderately noisy environment.
• Must be able to lift, carry and or push articles weighing up to 20 lbs.

MINIMUM TRAINING AND EXPERIENCE

• A Bachelor’s degree from an accredited college or university in Business Administration, Accounting, or a related field is required;
• A Master’s degree is preferred.
• A minimum of five (5) years of progressively responsible public sector procurement experience, to include three (3) years supervisory experience.
• Certified Public Procurement Officer (CPPO) or Certified Procurement Professional (NIGP-CPP) preferred.
• An equivalent combination of education and relevant experience may be considered.

Range - Management

Created: 05/22/2002

Revised: 08/31/2023; 04/28/2026

Personnel Board Approved: 09/05/2023; ________

The City of Hialeah Human Resources Department is committed to providing employees an exceptional work environment where through hard work, dedication, and equal opportunity for learning and personal development, employees are able to grow, flourish, and make a difference in our community. The Human Resources Department ensures compliance with Federal, State, and local laws, collective bargaining agreements, and City policies, rules and regulations. The City of Hialeah is an equal opportunity employer. There will not be any discrimination or harassment of any kind on account of age, color, race, religion, sexual orientation, national origin, disability, genetic information, marital or familial status, military service or any of the protected categories. The City of Hialeah is a drug and alcohol free employer.