Purchasing Manager

JOB SUMMARY:

The incumbent, under the guidance of the Chief Financial Officer, oversees and facilitates the procurement process in accordance with City policies by sourcing suppliers and managing vendor relationships to ensure a seamless supply chain of commodities and services and maximizing cost savings; is responsible for the annual acquisition of auto, equipment, and property insurance.

ESSENTIAL DUTIES/RESPONSIBILITIES:

Note: All City of Fort Smith positions require the employee to provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees, and have regular and reliable attendance that is non-disruptive. Must show cooperation and respect to fellow employees and supervisors at all times. All other duties as assigned by the immediate supervisor and/or department director.

1. Reviews and approves purchases of all goods and services made by all departments in accordance with the established procurement procedures and City ordinances
2. Reviews, analyzes, and solves highly technical and complex procurement transactions and problems. Prepares administrative reports as directed
3. Contributes to the development of administrative policies and procedures related to Purchasing. Originate and present documents to the Board of Directors outlining the selection process for concessions, goods, and services
4. Collaborate with cross-functional teams, make strategic decisions and implement best practices within the City’s procurement function
5. Oversee the implementation, use and maintenance of all procurement modules that interface with the City’s ERP System (Munis), including Online Bidding, Contract Management & Vendor Portal
6. Development and oversight of Departmental Budget
7. Works closely with the Risk Management Consultants to annually maintain insurance policies for city owned equipment, automobiles, and property; administer all auto, property, and other claims
8. Maintains fixed asset schedule and Statement of Values for City owned assets
9. Compose and prepare bid solicitations as needed for other departments
10. Review and approve purchase requisitions and issue purchase orders in accordance with established procurement regulations
11. Maintains regular and punctual attendance; works extended hours, outside of regular shift schedule, as required by operational needs; respond to and assist with emergencies
12. Coordinate maintenance of some City offices (as designated)
13. Conduct pre-bid meetings and formal bid openings when necessary
14. Coordinate the disposal of surplus items using the online auction portal
15. Meet with departments to determine purchasing needs

SUPERVISORY RESPONSIBILITIES:

Directly supervises all Purchasing staff; carries out supervisory responsibilities in accordance with the city’s policies and applicable laws. Responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; addressing concerns and resolving problems.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM QUALIFICATIONS:

• Bachelor’s Degree in Business Administration, Finance, Accounting or related field
• Six (6) years’ work experience in municipal government, or related purchasing operations
• Four (4) years’ experience in a supervisory role; or equivalent combination of education and experience
• Valid driver’s license and clean driving record

PREFERRED QUALIFICATIONS:

• Master’s Degree in Business Administration, Finance, Accounting or other related field
• Ten (10) years’ work experience in municipal government, or related purchasing operations
• Certified Purchasing Manager or Certified Professional Purchasing Officer certification
• Enterprise Resource Planning (ERP) experience with Tyler Munis

OTHER SKILLS AND ABILITIES:

The incumbent should possess proficiency and technical aptitude with the ability to use Microsoft products, including PowerPoint, Word, and Excel.

• Excellent computer skills and knowledge of word processing and spreadsheet programs.
• Knowledge of purchasing procedures and regulations.
• Ability to apply logic and system thinking to carry out instructions furnished in written, oral or diagram form.
• Excellent verbal and written communication skills as well as good organizational skills.
• Problem solving and analytical ability.
• Exercises considerable independent judgement in determining proper courses of action to follow.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to effectively interact and communicate professionally with customers and staff.

POSITION DESIGNATIONS:

This position is designated as essential during inclement weather events. City services will be maintained during inclement weather, such as heavy snow or ice storms and all essential employees are expected to report to work due to the critical functions of the position. This position is able to work remotely (based on need and supervisor approval).

This position does have the potential to drive as part of their regular job duties.

This position is designated as a safety/security sensitive position and is subject to random DOT drug and alcohol screenings (a safety/security sensitive position is one in which a momentary lapse in attention may result injury or death of another person).

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee must frequently stand, walk, talk and hear. Occasionally sit, stoop, kneel, crouch or crawl and use hands to finger, handle or feel objects. The incumbent must also reach with hands and arms. Specific vision abilities required by this job include close, distance and peripheral vision as well as depth perception.

The employee is occasionally required to lift up to 25 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Normal working conditions found within an office setting, wherein there is controlled temperature and a low to moderate noise level, plus a minimum of distractions.

While performing the duties of this position the incumbent is occasionally exposed to toxic or caustic chemicals and outdoor weather conditions.

The noise level in the work environment is usually moderate.

PRE-EMPLOYMENT SCREENING(S):

This position requires the below screenings prior to employment:

• Criminal History Background Check
• Motor Vehicle Record Check
• Post-Offer Drug Screen in accordance with the Arkansas Medical Marijuana Amendment

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee and/or applicant. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice