Manager, Purchasing

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Manager, Purchasing

The insights provided are generated by AI and may contain inaccuracies. Please independently verify any critical information before relying on it.

Description

ADVANCEMENT OPPORTUNITIES

Executive Manager, Administrative Services

Position Summary

Reporting to the Executive Manager of Administrative Services, this position is responsible for the overall management and strategic direction of the Purchasing and Warehouse Division. This includes centralized oversight of the Authority’s procurement practices to ensure compliance with all applicable legislation, policies, and procedures. Key areas of responsibility include formal and informal bidding, RFPs, RFQs, cooperative purchasing, Authority auctions, and administration of the P-Card and fleet management programs. The role also oversees warehouse operations and inventory management for materials valued at over $800,000. Additionally, this position plays a critical role in supporting electrical power purchases and monitoring power usage. The incumbent is responsible for developing, tracking, and reporting key performance indicators and procurement metrics that align with and support the Authority’s strategic purchasing goals.

Essential Duties And Responsibilities

- Manages personnel in the review, processing, and monitoring of contracts, bids, and purchase orders through the Authority's procurement process; establishes procedures and standards while resolving complex procurement issues and ensuring staff are trained and up to date on procurement practices.

- Researches, prepares, and administers policies and procedures for Purchasing, Warehouse, P-Card, and Fleet Management operations.

- Approves complex bid proposals and specifications while making recommendations on purchases requiring upper management and/or Board approval.

- Develops and refines administrative, purchasing, and fleet procedures to ensure cost efficiency, best value procurement, and operational effectiveness; provides guidance and training to Authority staff in reviewing and evaluating bids.

- Oversees and participates in bid openings according to established procedures and ensures results are posted on the Authority's website and declares bids non-responsive when established bid criteria is not met.

- Serves as a liaison for the Purchasing Division with other staff groups and outside agencies and when necessary meets with vendors to achieve conflict resolution of sensitive purchasing related issues.

- Assists in negotiating and administering professional service agreements to minimize cost and ensure compliance with procurement policies.

- Responsible for administration, training and direction of centralized services of the entire Authority.

- Prepares and administers annual Purchasing/Warehouse budget.

- Assists in other areas of Administrative Services as directed.

Supervisory Responsibilities

Regularly has full personnel management responsibilities including approving time, selection, discipline, grievances and formal performance evaluations for a position’s direct and indirect reports.

FINANCIAL RESPONSIBILITY

This position has significant financial responsibilities frequently making recommendation for expenditures where bid procedures have been adhered to that would require General Manager or Board of Director approval.

Qualifications

EDUCATION

A Bachelor's degree in Business Administration or closely related field.

Experience

At least five years of experience in purchasing of supplies, equipment and materials through competitive bidding and two years of supervisory experience.

CERTIFICATES, LICENSES, REGISTRATIONS

Certification in public purchasing procedures is preferred.

KNOWLEDGE

Knowledge of state law, policies and procedures regarding state or quasi-state agencies. Principles and practices of effective data collection and record keeping. Budget development, monitoring and administration. Supervisory principles including hiring, delegation, discipline, performance management and training.

Skills And Abilities

Requires accuracy and attention to detail in dealing with words, numbers and ideas. Supervising, motivating, developing and directing people as they work.

GUIDANCE RECEIVED

Guided by priorities and policies. Is guided primarily by established priorities and policies, along with professional standards and best practices to guide decisions and any direction or advice given to others. Typically makes recommendations to managers on policy and process improvements after considering/analyzing various alternatives. Proactively addresses needed changes to policies, methods and procedures and obtains approval.

WORKING CONDITIONS

Duties are carried out in an office environment requiring exposure to computer screens, occasional warehouse atmosphere.

TOOLS AND EQUIPMENT USED

Office machines including computers, hardware and software.