Purchasing Manager - (G10)

$113,443 - $151,299/Yr

City Of Fort Walton Beach - Fort Walton Beach, FL

posted 3 months ago

Full-time - Mid Level
Onsite - Fort Walton Beach, FL

About the position

The Purchasing Manager position at the City of Fort Walton Beach is a full-time role that involves directing a centralized purchasing system for the city. This position is responsible for overseeing purchase requisitions, purchase orders, and bids, ensuring compliance with internal policies as well as state and federal regulations. The Purchasing Manager will report directly to the Finance Director and will supervise a team of three direct reports. The role requires a Bachelor's degree and a minimum of five years of relevant experience, or an equivalent combination of training and experience. The successful candidate will also need to obtain government procurement certification within one year of employment. In this role, the Purchasing Manager will support the Finance Director by providing purchasing systems that comply with the city's fiscal policies. They will establish and oversee the Purchasing Division's yearly calendar of required bid activities and develop bid documents and specifications for competitive bids. The Purchasing Manager will serve as the formal point of contact for formal bids, conduct bid openings, and approve bid tabulations. Additionally, they will work closely with department directors and managers on larger purchases and provide support for capital improvement projects. The Purchasing Manager will also be responsible for preparing contracts resulting from bid awards, managing bid and contract expirations, renewals, and change orders, and working with the Finance Director and city legal counsel on contract language and terms. They will establish controls on purchasing transactions and oversee documentation and archiving as required by local, state, or federal regulations. Staying updated on legislative changes affecting city purchasing policies is also a key responsibility, as is assisting departments with the selection of materials, supplies, services, and equipment. The position requires strong knowledge of government procurement practices, auditing techniques, and the ability to work accurately with both verbal and numeric data. The Purchasing Manager will also monitor vendor performance related to on-time delivery and coordinate corrective actions as needed. This role includes attending and conducting meetings, selecting and training subordinates, and overseeing the sale and disposal of surplus property. The Purchasing Manager will prepare and administer the division budget and oversee the transition to electronic bidding or contract tracking systems. Overall, this position is essential for the effective management of the city's purchasing operations.

Responsibilities

  • Directs the centralized purchasing system for purchase requisitions, purchase orders, and bids.
  • Supervises and oversees the central warehouse operation.
  • Coordinates purchasing functions with all city departments.
  • Supports the Finance Director in compliance with the City's fiscal policies.
  • Ensures compliance with internal purchasing policies and state and federal regulations.
  • Establishes and oversees the Purchasing Division's yearly calendar of required bid activities.
  • Plans, develops, and implements policies and procedures for the Purchasing Division.
  • Develops bid documents and specifications for competitive bids and determines procurement methods.
  • Serves as the formal point of contact for formal bids, conducts bid openings, and approves bid tabulations.
  • Works with department directors and managers on larger purchases and supports capital improvement projects.
  • Prepares contracts resulting from bid awards and manages bid and contract expirations, renewals, and change orders.
  • Establishes controls on purchasing transactions and oversees documentation and archiving as required by regulations.
  • Stays updated on legislative changes affecting City purchasing policies and incorporates changes into policies and documents.
  • Assists departments with the selection of materials, supplies, services, and equipment.
  • Monitors open purchase order reports for vendor performance and coordinates corrective actions as needed.
  • Interviews and communicates with vendors and sales representatives.
  • Performs fiscal year-end closeouts and assists the City Finance Department as needed.
  • Provides compilation of carryover PO list to Finance Department at fiscal year-end.
  • Provides support to Finance Department to resolve invoice problems.
  • Attends and conducts meetings both internal and external.
  • Selects, trains, schedules, supervises, and evaluates subordinates.
  • Oversees the sale and disposal of surplus property.
  • Prepares and administers the division budget.
  • Oversees and directs Purchasing systems, including transition to electronic bidding or contract tracking systems.
  • Supervises central warehouse administration and coordinates periodic physical inventories of warehouse supplies.

Requirements

  • Bachelor's Degree in a relevant field.
  • Five (5) years of relevant experience or an equivalent combination of training and/or experience.
  • Valid State of Florida driver's license.
  • CPPB or CPPO designation, or NIGP-CPP designation strongly preferred.
  • Government procurement certification required within one year.

Nice-to-haves

  • Experience with government procurement practices in the State of Florida.
  • Knowledge of auditing techniques and procedures.

Benefits

  • Health insurance coverage.
  • Life insurance coverage.
  • Dental insurance coverage.
  • Competitive benefits package for full-time regular employees.
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