What are the responsibilities and job description for the Purchasing Manager position at Town of Little Elm?
Job Summary
Under the general administrative direction of the Finance Director, this position provides customer service and purchasing support to Town employees and departments in a timely manner to facilitate the procurement process. This is accomplished by overseeing and reviewing all Town requisitions and/or purchase orders to ensure Town purchasing is in compliance with federal, state and local purchasing policies, guidelines, laws and regulations for procurement of supplies, equipment and or services. Coordinates with the division and department management to develop recommendations and strategies for the Town’s procurement processes, including but not limited to the following: specific, special, emergency, and annual supply agreements for goods and services; professional services agreements; construction services agreements; requests for proposals, requests for qualifications; purchase, easement, and right-of-way agreements of real property; and the purchasing card (p-card) system. Oversees and manages the Purchasing and Accounts Payable staff. Makes recommendations and assists with the determination of method of procurement such as direct purchase or bid, or request for proposals or utilization of cooperative purchasing. This position oversees the audits and verifies all procurement card transactions for compliance with policies and procedures. Maintains Town policies and procedures in compliance with state and federal laws and makes recommendations for updates, changes or development of internal purchasing policies and procedures. This position oversees the Town’s Purchase Card Program (PCARD) which requires reviews, reconciliation and audits of each card holder’s statements; resolves issues for card holders and verifies budgetary codes. This position requires the ability to prepare and analyze financial data and reports. This position may perform and provide support and assistance in other areas of accounting and budget of a financial nature of the department. Coordinates with Town senior management, department and divisional management and appropriate staff to develop, implement, maintain, and train on professional, ethical, efficient, and effective buying practices. The candidate must be highly motivated and strive for success by demonstrating Little Elm’s Core Values of Integrity, Customer Service, Efficiency, and Innovation. These values are the foundation of the organization.
Education/Training/Experience
Bachelor’s Degree from an accredited college or university preferred; five years of progressively responsible procurement experience, contract management, preparation, or compliance in the public or private sector; knowledge/training or experience as a buyer, knowledge of excel, working knowledge of state and local procurement laws; e-procurement experience as well as general public purchasing experience.
LICENSES OR CERTIFICATES
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to operate various machines and/or equipment; and reach with hands and arms. The employee frequently is required to talk and hear. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. The work environment is that of an office whereby the employee may share an office space with a co-worker with the potential of office voice and foot traffic.
Essential Job Functions
Under the general administrative direction of the Finance Director, this position provides customer service and purchasing support to Town employees and departments in a timely manner to facilitate the procurement process. This is accomplished by overseeing and reviewing all Town requisitions and/or purchase orders to ensure Town purchasing is in compliance with federal, state and local purchasing policies, guidelines, laws and regulations for procurement of supplies, equipment and or services. Coordinates with the division and department management to develop recommendations and strategies for the Town’s procurement processes, including but not limited to the following: specific, special, emergency, and annual supply agreements for goods and services; professional services agreements; construction services agreements; requests for proposals, requests for qualifications; purchase, easement, and right-of-way agreements of real property; and the purchasing card (p-card) system. Oversees and manages the Purchasing and Accounts Payable staff. Makes recommendations and assists with the determination of method of procurement such as direct purchase or bid, or request for proposals or utilization of cooperative purchasing. This position oversees the audits and verifies all procurement card transactions for compliance with policies and procedures. Maintains Town policies and procedures in compliance with state and federal laws and makes recommendations for updates, changes or development of internal purchasing policies and procedures. This position oversees the Town’s Purchase Card Program (PCARD) which requires reviews, reconciliation and audits of each card holder’s statements; resolves issues for card holders and verifies budgetary codes. This position requires the ability to prepare and analyze financial data and reports. This position may perform and provide support and assistance in other areas of accounting and budget of a financial nature of the department. Coordinates with Town senior management, department and divisional management and appropriate staff to develop, implement, maintain, and train on professional, ethical, efficient, and effective buying practices. The candidate must be highly motivated and strive for success by demonstrating Little Elm’s Core Values of Integrity, Customer Service, Efficiency, and Innovation. These values are the foundation of the organization.
Education/Training/Experience
Bachelor’s Degree from an accredited college or university preferred; five years of progressively responsible procurement experience, contract management, preparation, or compliance in the public or private sector; knowledge/training or experience as a buyer, knowledge of excel, working knowledge of state and local procurement laws; e-procurement experience as well as general public purchasing experience.
LICENSES OR CERTIFICATES
- Must be bondable.
- Certified Professional Public Buyer (CPPB) or other professional procurement certification is preferable.
- Ability to read, write, and speak English fluently.
- Ability to respond to common inquiries or complaints from customers both internal and external.
- Ability to interpret and understand complex purchasing statutes, policies and procedures from all levels of government.
- Ability to provide outstanding customer service.
- Ability to establish and maintain good relationships with department heads, supervisors and other personnel.
- Ability to establish and meet deadlines.
- Self- motivated and organized.
- Demonstrate a willingness to perform duties in a team environment.
- Knowledge and skill in the use of a computer and the internet
- Skills coordinating and managing multiple projects and/or assignments.
- Ability to interpret a variety of instructions furnished by management in written, oral, diagram, or schedule form.
- Ability to make decisions and recommendations timely and present results effectively.
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to operate various machines and/or equipment; and reach with hands and arms. The employee frequently is required to talk and hear. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. The work environment is that of an office whereby the employee may share an office space with a co-worker with the potential of office voice and foot traffic.
Essential Job Functions
- Provide exceptional level of customer service and help navigate Town employees through the purchasing process and review all Town requisitions and purchase orders to insure purchasing is in compliance with federal, state and local purchasing policies, guidelines, laws and regulations; reviews all purchases going to Town Council for approval and makes recommendations to the Finance Director regarding budgetary and legal requirements.
- Makes recommendations and assures compliance with Town-wide purchasing standards for common supplies and equipment
- Assists with the determination of method of procurement such as direct purchase or bid, or request for proposals; works with departments to create specifications, bidding documents and requirements to vendors.
- Assists with evaluation of cooperative purchasing agreements for products and services.
- Prepares and/or reviews bid specifications, request for proposals, and request for qualifications based upon needs of requesting departments.
- Review all Town contracts and agreements for procurement purposes.
- Makes recommendations and assures compliance with Town-wide purchasing standards for common supplies and equipment.
- Maintains and recommends updates as may be required to the Town’s Purchasing Policies and Procedures.
- Provides customer support on purchasing issues by communicating with internal and external customers, resolving purchasing issues, gathering product and service data from vendors, analyzing gathered data and disseminating to Town departments.
- Serves as purchasing website specialist to post bids, bid results, annual contracts and proposal requests.
- Maintains current knowledge of local, state and federal laws regarding purchasing and procurement.
- Supervises the accounts payable/cash disbursement process and the associated staff members ensuring sound financial controls and accuracy of the financial process is maintained.
- Reconciles on a monthly basis the Town’s Purchase Card Statements to purchases made by card holders which will involve budgetary coding and updating expenses to the General Ledger.
- May assist with technical accounting and budgetary work of the department.
- Coordinates with Town senior management, department and divisional management and appropriate staff to develop, implement, maintain, and train on professional, ethical, efficient, and effective buying practices.
- Oversee and manages the Purchasing & Accounts Payable staff.
- Coordinates with the division and department management to develop recommendations and strategies for the Town’s procurement processes, including but not limited to the following: specific, special, emergency, and annual supply agreements for goods and services, professional services agreements, construction services agreements, requests for proposals, requests for qualifications, purchase, easement, and right-of-way agreements, and purchasing card (p-card) system.
- Other duties as assigned.