Purchasing Manager

City Of Cooper City - Cooper City, FL

Full-time - Mid Level

Cooper City, FL

About the position

The Purchasing Manager position at the City of Cooper City involves a range of technical responsibilities in procurement, contracts, and bid solicitation for various City departments. This role is crucial for directing and supervising operations within the Purchasing division of the Finance Department. The Purchasing Manager will focus on planning, assigning, and reviewing the work of buyers and clerical staff engaged in the procurement of commodities and services essential for the City’s operations. The position requires a strong emphasis on providing management support to the Finance Director and administering complex procurement processes for the City. The Purchasing Manager will coordinate purchasing functions, ensuring that materials, supplies, capital equipment, and contract services are procured according to established procedures. This includes preparing Invitations to Bid, Requests for Proposals, and other solicitation types in compliance with City policy, ordinance, and state statutes. The role also involves coordinating public notices for committee meetings, facilitating evaluation committee meetings for formal solicitations, and managing vendor selection and contract negotiations. In addition to procurement responsibilities, the Purchasing Manager will maintain the City’s vendor database, resolve issues related to orders, and ensure vendor performance in customer service. The position requires the preparation of purchase order reports, reconciliation of invoices, and maintenance of records related to purchases and contracts. The Purchasing Manager will also supervise a team of buyers and clerical employees, develop new systems and procedures for purchasing activities, and enforce City purchasing policies and regulations. This role is performed under the general supervision of the Finance Director and requires a proactive approach to managing the City’s procurement needs.

Responsibilities

• Coordinate purchasing functions for the City departments.
• Procure materials, supplies, capital equipment, and contract services according to established procedures.
• Prepare Invitations to Bid, Requests for Proposals, and other solicitation types in accordance with City policy and procedure.
• Coordinate the advertisement of public notices for purchasing-related meetings.
• Facilitate evaluation committee meetings for formal solicitations.
• Manage vendor selection, recommendations of award, and issuance of purchase orders.
• Negotiate and administer contracts with suppliers and vendors.
• Approve purchase contracts up to determined limits.
• Assist departments in drafting specifications and soliciting bids on purchases over determined limits.
• Create and maintain the City's vendor database, ensuring compliance with State registrations and business licenses.
• Resolve problems related to shortages and improper orders with vendors.
• Promote good relations between departments and vendors.
• Approve select vendor invoices and reconcile purchase orders.
• Prepare purchase order and encumbrance reports, coordinating with departments and City auditors.
• Maintain records of purchases and contracts for analysis and optimization.
• Coordinate annual inventories and prepare schedules of depreciation for City auditors.
• Dispose of surplus inventories and obsolete equipment via City auction.
• Enforce City purchasing policies and ensure expenditures are within budgeted parameters.
• Provide backup support to Accounts Payable and IT personnel as required.
• Supervise Buyer position and review the work of buyers and clerical employees.
• Develop and recommend new systems and procedures for Purchasing activities.

Requirements

• Associate degree or equivalent.
• A minimum of three (3) years of experience in a related field or an equivalent combination of education, training, and experience.
• Possess or be able to obtain a valid State of Florida driver's license by the date of hire.
• Knowledge of governmental purchasing practices and property control principles.
• Knowledge of the formal bid process, including developing requests for proposals and monitoring contract compliance.
• Ability to effectively operate modern office technologies and standard software applications.

Nice-to-haves

• Completion of coursework at an accredited college or university in a job-related field may substitute for required experience or education.