Purchasing Manager Job Description

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ESSENTIAL TASKS:

• Coordinates daily work activities; organizes, and prioritizes work; monitors status of work in progress and inspects completed work; consults with assigned staff, assists with complex/problem situations, and provides technical expertise.

• Ensures departmental compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures; initiates any actions necessary to correct deviations or violations.

• Directs, administers, coordinates, and monitors all federal/state funded programs; reviews grant documents to ensure compliance with reporting requirements.

• Assists with preparation of annual budget; monitors status of budget; identifies budgetary changes in patterns; assists in planning long and short term capital purchases for the department and/or the Utility; secures prices on equipment and vehicles for departmental use in preparing budgets.

• Conducts or supervises internal audit of HWU financial transactions, funds, and records; coordinates audits by external auditors; locates documentation to assist auditors in conducting audits.

• Coordinates purchasing activities; reviews purchase orders to ascertain accuracy, proper accounting, and conformity with bid/quote.

• Monitors and has knowledge of current state price contracts/specifications; determines best method of procurement for each purchase to ensure compliance with state statutes, city ordinances, grant requirements, and other guidelines.

• Recommends contracts with vendors; develops new supply sources.

• Coordinates bidding process; drafts specifications for equipment purchases; assists other departments in drafting equipment specifications as needed; submits requests for bids/proposals to vendors or service providers; open bid packages in public setting and reads submitted bids aloud at designated time; reviews/analyzes bids and makes purchasing recommendations.

• Assists in resolving problems with purchases or services; discusses defective or unacceptable goods/services with users, vendors, or inspection/quality control personnel to determine source of trouble/problem and appropriate corrective action.

• Provides information and assistance to other departments regarding purchasing issues; provides training to new department directors regarding City purchasing policies; provides training to other departments in use of financial and budgetary systems.

• Prepares or completes various forms, reports, correspondence, bid specifications, bid schedule, budget documents, audit reports, graphs, or other documents.

• Receives various forms, reports, correspondence, bid specifications, bids/proposals, purchase orders, budget documents, grant documents, audit reports, policies, procedures, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

• Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, or other programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.

• Maintains current catalogs, price lists, vendor information, and related information for reference.

• Communicates with supervisor, employees, other departments, city officials, vendors, sales representatives, auditors, state/federal agencies, the public, outside agencies, and  other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

• Attends meetings, serves on committees, and/or makes speeches or presentations as needed.

• Maintains a comprehensive, current knowledge of applicable laws/regulations; maintains an awareness of new trends and advances in the profession; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.

• Ensure that all work is carried out in a safe and efficient manner

• Perform other duties as assigned/needed

• Maintain a positive attitude with team/unit

• Maintain good public relations