Purchasing Manager

Department/Agency of position: 
City of West Sacramento Administrative Services Department
Location of position: 
West Sacrmento, CA
$90,312.00 – $109,752.00 Annually
Date Posted: 
Thursday, September 26, 2019
Closing Date: 
Saturday, October 26, 2019
Job Description: 

The City is in search of an experienced purchasing professional. Minimum five (5) years of increasingly responsible procurement experience, including preparing and conducting complex procurements (RFPs, RFQs, IFBs) is required. Preference given to those candidates who possess a Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO) or similar certification with experience in a governmental setting. Experience with Public Works projects, construction projects, and State and Federal grants desired. The ideal candidate will be an exceptional communicator and relationship builder who works closely with departments to ensure success from procurement through contract completion.

An official City of West Sacramento application form must be filled out, in its entirety. It is the applicant's responsibility to explain his/her qualifications fully and clearly. In addition, applicants must submit a resume and complete the required supplemental questionnaire. Incomplete information on the application, resume and/or supplemental questionnaire may be cause for disqualification. Application packages will be reviewed and screened for qualifications. Additional screening criteria will be developed based on the supplemental questionnaire. Depending upon the number of qualified candidates, an oral panel interview may or may not be held. The top candidates will be referred to the Director of Administrative Services for further consideration.

DEFINITION: The Purchasing Manager plans, organizes, directs and reviews the City's purchasing function, including the development and oversight of purchasing policies, procedures, complex RFPs, RFQs, IFBs and contracts, related to the acquisition of services, materials, supplies and equipment used by the City; provides purchasing training and support to City departments; acts as a liaison between the City and vendors; administers a variety of procurement related activities; and performs related work as required. The Purchasing Manager is an at-will position that is appointed by and sits at the pleasure of the City Manager.

SUPERVISION RECEIVED AND EXERCISED: Receives general supervision from the Director of Administrative Services. May supervise professional level staff, as well as clerical, technical, student intern and extra help staff.

CLASS CHARACTERISTICS: This is a single, management level position. The incumbent reports to the Director of Administrative Services and may have the responsibility for providing daily supervision to assigned staff.

Examples of Duties / Knowledge & Skills EXAMPLES OF ESSENTIAL FUNCTIONS: (Illustrative Only): Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

Performs and/or participates in and reviews solicitation processes for a wide range of procurements including, but not limited to, construction services for public works projects, technology related goods and services, professional services, and all other goods and services required for municipal government. Solicitations may involve alternative, multi-step and/or innovative methods of procurement. Assists City departments in determining and developing procurement approach, bidding requirements, selection criteria, and scope of work or technical specifications. Assesses potential risks and proposes mitigation strategies. Receives bids and proposals, analyzes for responsiveness, recommends award of bids, and prepares award documents for review. Drafts and negotiates contracts, contract amendments, and change orders in accordance with City policies. Ensures documents are properly executed and financial obligations entered in enterprise resource management system. Works closely with the departments to ensure compliance with City procurement policy and State and Federal procurement laws and regulations. Advises, assists and trains other City employees in purchasing policy and procedures. Assists departments with various needs including advice on vendor relationships, product research and training. Analyzes sole source justifications and other requests for exemptions. Reviews and analyzes transaction history and monitors activity to determine opportunities for more economical purchasing or compliance concerns. Conducts meetings including pre-bid and pre-proposal conferences, proposal evaluation meetings, and negotiation sessions related to contracts. Approves and generates purchase orders from requisitions; evaluates validity of purchase requisitions; ensures supporting documentation on-file; verifies account numbers, budget availability and approvals. Interviews and negotiates with vendor representatives regarding quality, compatibility, availability, price and terms of purchases. Drafts or updates purchasing and contracting policies and procedures for Director of Administrative Services' review. Develops and recommends changes to document templates. Works to ensure changes approved by Director of Administrative Services are fully executed, distributed and logged. Acts as liaison between the Finance Division and other divisions and departments within the City. Works cooperatively as part of a team to ensure the procurement needs of the City are met. Complies with safety requirements of the position and actively promotes safe work practices. In an emergency event or an officially declared State of Emergency, responds as directed to ensure the restoration of essential public services, facilities and infrastructure. Performs other related duties. Minimum qualifications & Requirements EDUCATION AND EXPERIENCE: Any combination of training and experience which would provide the required knowledge and skill. A typical way to obtain the required knowledge and skill would be:

Education: A Bachelor's Degree from an accredited college or university with major course work in business or public administration, accounting, finance, economics, or a closely related field

Experience: Five (5) years of full time, increasingly responsible procurement experience including preparing and conducting complex procurements, preferably involving public purchasing experience.

LICENSES AND CERTIFICATES: If required to drive, possession and maintenance of a valid California driver license. Experience in purchasing management in a local government setting and Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), or other certifications related to procurement desirable.

Supplemental information PHYSICAL DEMANDS: Mobility to work in a standard office environment, use standard office equipment and attend off-site meetings. On an intermittent basis, sit at a desk for long periods of time; intermittently walk, stand, bend, squat, twist and reach while performing office duties; lift light weights. Manual dexterity to use standard office equipment and supplies and to manipulate both single sheets of paper and large document holders (binders, manuals, etc.); vision to read handwritten and printed materials and a computer screen; hearing and speech to communicate in person and by telephone.

ENVIRONMENTAL ELEMENTS: Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing department guidelines, policies and procedures.