Assistant Manager of Purchasing

$57,117 - $85,675/Yr

City Of Mesquite - Mesquite, TX

Full-time - Mid Level

Mesquite, TX

Repair and Maintenance

About the position

The Assistant Manager of Purchasing plays a crucial role in supervising and participating in the activities of the Purchasing Division. This position involves overseeing staff, managing purchasing operations, and ensuring compliance with relevant laws and regulations. The Assistant Manager will also assist in budget preparation, contract administration, and performance evaluations, while serving as a liaison between the Purchasing Division and other departments or vendors.

Responsibilities

• Assist with planning, prioritizing, assigning, supervising, and reviewing the work of staff responsible for providing purchasing services.
• Provide timely, accurate and thorough Performance Reviews for supervised employees.
• Select administrative staff; provide and coordinate staff training; work with employees to correct deficiencies; implement discipline procedures; oversee the preparation of the division payroll.
• Prepare, review, and verify a variety of documents, forms, and reports for the Purchasing Division.
• Assist with the preparation and administration of the Purchasing Division's annual budget; research and compile budget information as necessary.
• Assist in the preparation of the Purchasing Division Performance Measures; set objectives and monitor progress; establish requirements and track information for Performance Measurements.
• Maintain and monitor the status of annual contracts; administer annual contracts; assist departments with contract renewals.
• Prepare complex formal and informal bids in compliance with departmental requisitions and state law requirements; review all commodities and equipment specifications before the solicitation of bids; receive formal and informal bids and quotations, conduct bid openings as required; tabulate and evaluate bids and quotations to determine the lowest, best qualified vendor; assist in the preparation of documents to submit formal bid recommendations to City Council for approval.
• Schedule and submit advertisements for required bids to comply with state and local laws; maintain and update accurate advertisement records; prepare advertisements for posting on the City's web page.
• Collect, review, and verify purchase requisitions; analyze requirements; contact suppliers for prices and availability; review and analyze cost comparisons to determine appropriate vendor.
• Process orders for Maintenance, Repair, and Operational items as necessary.
• Assist in the preparation of agendas and M&C reports for various items relating to procurement.
• Serve as a liaison for the Purchasing Division with other City departments and outside vendors to coordinate purchasing activities; interview sales representatives as necessary; correspond with supplier sales personnel.
• Supervise and participate in providing information to the public, vendors, and other departments; provide vendors with accurate purchasing information including bid specifications and bid awards.
• Compose, review, and verify a variety of memorandums, correspondence, reports, public notices, and documents including bid specifications; research and verify information as required.
• Supervise the maintenance of various files and filing systems including Capital Outlay purchases, Annual Contracts and Blanket Orders; prepare, maintain, and update various records including outstanding purchase orders.
• Verify Capital Outlay purchases with Budget documents for authorization and accuracy; determine budget codes and verify funding allocations.
• Supervise and oversee the maintenance of the Purchasing Division fixed assets schedule.
• Assist in investigating and resolving situations with all City departments involving vendor problems or concerns.
• Provide on-going training, as needed, for new bidding opportunities to departments such as: cooperative agreements and use of state contracts. Assist in guiding departments in alternate ways of purchasing.
• Provide all necessary pertinent regulations to departments when dictated by the federal, state, and local laws and codes that apply to the bidding process.
• Provide assistance and responsible backup to the Manager of Purchasing; to oversee situations in the General Warehouse, Auto Warehouse.
• Assist Manager of Purchasing with contract negotiations.
• Performs contract administration, which may require extensive vendor interaction, or otherwise require specific and/or extensive purchasing experience.
• Assist with Achievement of Excellence in Procurement Award (AEP) application process.

Requirements

• Bachelor's Degree from an accredited college or university with major coursework in business, finance, or related field.
• Professional Procurement Certification (CPPB or CPPO), Certified Professional in Supply Management (CPSM) or equivalent, or obtain certification within one (1) year of appointment.
• Two (2) years of increasingly responsible experience in purchasing, or finance, and one (1) year of supervisory experience.
• Possession of a valid Class C driver's license.