Purchasing Manager
Location: Montgomery Alabama
Description: City of Montgomery, AL is in need of Purchasing Manager right now, this career will be placed in Alabama. Detailed specification about this career opportunity please give attention to these descriptions. The fundamental reason this classification exists is to organize, direct and coordinate the purchasing functions for the Support Services Department. This position delegates considerable authority for the performance of day-to-day administrative activities of support staff engaged in Purchasing, Housekeeping, and Mailroom and Supply functions. The major functions of the position include, develops short and long range plans; supervises personnel; supervises the financial management of the department; supervises purchasing functions; plans, prepares and manages the County Support Services function! s; serves as liaison with county, state, federal and private s! ector groups; performs administrative duties; and manages the service contracts. Broad policies are prescribed by, and general direction is received from the Deputy County Administrator and the County Administrator. Essential Functions The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. The list of essential functions is to be used as a starting point to determine essential functions for a specific position at a specific location at a specific time. The ADA was intended to be applied on a case-by-case basis with the understanding that one position may differ from another similar position. The performance of "non-essential functions" is not optional for employees not covered under the ADA.
ESSENTIAL FUNCTION: Develops short and long range plans, priorities and policies in order to carry out the goals and objectives of the department, manage projects, meet changing needs, and improve services.
Monitors department operations and complaints in order to identify and evaluate the effectiveness of operations and programs, and identifies problems that need to be addressed.
Directs staff activities in researching and developing or revising department goals, priorities, policies, procedures and programs.
Identifies deficiencies, highlights areas of strength and makes necessary changes to improve efficiency and effectiveness.
Solicits input from the Deputy Administrator, department heads, consultants, staff, and other professionals regarding the implications, effects, and development of new policies and procedures, programs, or capital improvements.
Analyzes information gathered and makes decisions regarding the development and enforcement of new goals, priori! ties, policies, procedures, and programs.
Formulates plans to meet ! the short and long range goals and objectives of the department.
Establishes priorities for the Department's objectives in a sequence that enhances the achievement of County goals.
Develops policies and procedures which support the Department's overall mission, goals, and objectives.
Communicates changes in policies and procedures to subordinate managerial personnel and staff to ensure consistent interpretation and application.
Monitors all phases of department operations in order to identify and evaluate the effectiveness of existing operations and programs.
ESSENTIAL FUNCTION: Supervises personnel to include defining job duties, setting performance standards, evaluating performance, recommending hiring, promotions, and disciplinary actions to the County Administrator and administering or overseeing disciplinary actions following Personnel Rules and Regulations and Montgomery County policies and procedures in order to ensure the effective pe! rformance of employees, efficient operations, and the consistent application of all policies and procedures.
Defines job duties and requirements of the various classifications in the department, and communicates those requirements to employees and to the Personnel Department.
Sets standards for performance of department employees.
Provides staff with regular feedback based on their ongoing job performance.
Coaches and counsels employees appropriately to enhance development, productivity, and morale.
Evaluates disciplinary actions, department operations or policies and procedures for compliance with county policies and state or federal laws or requirements to include sexual harassment or equal employment opportunity laws.
Recommends and oversees the administration of disciplinary action to improve unsatisfactory performance to include written reprimand, or other disciplinary action.
Recommends to the County Administrator more severe disciplin! ary action to include demotion, suspension or dismissal.
Interviews! candidates for employment and recommends to the Deputy Administrator the hiring and promotion of employees as needed to fill vacancies.
Reviews recommendations for personnel actions to include written documentation of offenses and ensures fairness and consistency in disciplinary actions and the application of policies and procedures, and adherence to department, county policies or personnel rules and regulations.
Reviews and evaluates policies and procedures concerning employee performance or department operations to include training, health and wellness, staffing levels and equipment and determines the need for new or revisions to existing programs or policies and procedures.
Meets regularly with subordinate managerial personnel to discuss and evaluate current and future work priorities for staff.
Delegates the necessary authority and control of resources for subordinate managerial personnel to accomplish the objectives for which they are held accountable.!
Reorganizes and restructures the Department when internal and external change makes it appropriate to do so.
Identifies training needs and ensures that necessary job-related instruction is provided to staff to achieve optimum efficiency.
Approves leave requests and ensures adequate coverage of assigned work areas.
ESSENTIAL FUNCTION: Supervises the financial management of the Department using current and previous year's budgets, financial reports, and supervisors' requests following Finance Department budget guidelines in order to obtain funds necessary for the efficient and effective operation of the department.
Solicits input from employees for budget requests or future expenditures for equipment, maintenance, supplies, etc.
Reviews budget requests, establishes priorities, and compiles a preliminary budget.
Reconciles budget requests with the target figure set by the Finance Director and discusses budget proposals with the Dep! uty Administrator.
Prepares the annual operating budget for approva! l by the Administrator and the County Commission.
Attends budget hearings and provides justifications for budgeted items to include explaining department priorities.
Presents final draft of department budget to the Deputy Administrator for approval and justifies requests as required.
Monitors and approves all expenditures, compares expenditures against appropriations and makes recommendations for changes to the budget in order to meet department priorities or needs.
Requests additional funds for unexpected expenses not covered in the operating budget
ESSENTIAL FUNCTION: Supervises purchasing functions using calculator, telephone and computer following Montgomery County's Policies and Procedures Manual and the State of Alabama Bid law in order to ensure compliance with laws and timely completion of work.
Answers questions regarding conformity to State of Alabama Bid laws and following Montgomery County's Policies and Procedures.
R! eviews bid specifications for major scale purchases (more than $15,000), to include working with department heads on writing and approving specifications within a specific time frame.
Directs and attends meetings with vendors, department representatives and the County Administrator or Finance Director in order to discuss major purchases, to include specifications, pre-bid hearings and bid openings or conferences regarding progress, performance or awarding of contracts.
Works with vendors to resolve conflicts between departments and vendors, to include writing memos, telephone calls, scheduling meetings and consulting with Director.
Coordinates with State Auditors to confer that purchasing procedures comply with State bid law.
Signs and approves purchases following Montgomery County Policies and Procedures and conformity to State Bid laws.
ESSENTIAL FUNCTION: Plans, prepares and manages the County Support Services functions, using personal com! puter, telephone, calculator, county vehicle and blueprints following C! ounty Policies and Procedures, City, State and Federal laws in order to ensure timely, efficient and quality support is provided to County departments.
Prepares annual departmental budget, acquiring cost of labor and materials for upcoming projects and inquire each section of Support Services to determine what equipment is needed.
Oversees construction projects, to include ensuring projects are completed on schedule, answering questions or addressing problems, preparing reports, completing necessary paperwork, and ensuring work meets specifications.
Manages meeting with vendors, conducts on-site visits for construction projects, oversees
pre-bid conferences and schedules work dates and time deadlines after an award of bids.
Oversees central receiving, to include counting, approving, recording, storing and issuing of supplies to departments in order to maintain records and prepare annual inventory reports.
Conforms to ADA and ADEM regulations and! requirements, to include ensuring County complies with State and Federal laws, and to address complaints and problems from citizens and County employees.
ESSENTIAL FUNCTION: Serves as liaison with county, state, federal, and private sector groups to maximize the timely, efficient implementation of Department projects.
Works with all County Departments to coordinate efforts and projects and to ensure that County property's are maintained and constructed properly.
Represents the Department at County Commission meetings, at budget hearings, conferences, etc.
Participates in meetings with County, city, state, and federal agencies to identify significant issues that could impact construction and maintenance projects.
ESSENTIAL FUNCTION: Performs administrative duties such as reviewing paperwork, representing the department in litigation, and preparing correspondence and reports in order to ensure the smooth operation of the Depar! tment, to provide and obtain information, and to minimize financial and! legal repercussions to the Department and the County.
Reviews all correspondence, requisitions, personnel transactions, payroll, progress reports, purchase orders, etc. and approves or routes paperwork as needed.
Prepares correspondence and reports to provide information to individuals and to gather information from individuals.
Determines information needed in order to respond to requests from attorneys or to address personnel issues and directs staff activities in order to compile reports, files and statistics and to answer interrogatories.
Attends Personnel Board hearings, depositions and trials involving the Department and advises County attorneys with regards to the implications of depositions or testimony provided by plaintiffs and the County's defense to plaintiff's claims.
ESSENTIAL FUNCTION: Manages the service contracts for janitorial services issued by the County Commission following County bidding guidelines in order to ensu! re that quality services are contracted for the County and that vendors are meeting the standards established by the contract.
Ensures that all required reviews are obtained prior to the bid process.
Ensures projects are "ready to bid."
Develops and/or updates service contract specifications to accurately reflect County needs.
Composes and distributes necessary bid invitations and forms in accordance with County purchasing guidelines.
Executes service contracts including completion and distribution of corresponding purchase orders in accordance with County purchasing guidelines.
Properly prepares documents for purchase of equipment and services and/or screens and
corrects documents prepared by others.
Establishes an effective system to monitor the inventory and ordering of equipment to ensure adequate levels of stock are available.
Resolves problems with vendors/contractors. Knowledge, Skills and Abilities Knowledge of accepted profe! ssional methods and procedures for purchasing techniques, to include so! liciting information, processing requisitions and purchase orders as needed to ensure that work performed by staff complies with County Policies and Procedures and conforms to State of Alabama Bid laws.
Knowledge of principles and procedures relating to building maintenance, as needed to maintain accurate records, complies with all State and Federal laws and ensure smooth County operations.
Knowledge of federal, state, city, and county laws, rules, regulations, and guidelines pertaining to maintenance and construction as needed to interpret materials, determine compliance, formulate and implement procedures.
Knowledge of inventory control procedures, to include establishing stock levels, and locating missing items as needed to supervise personnel performing inventory tasks.
Knowledge of security procedures to include, efficient ways to secure equipment and areas, various types of security methods and equipment, as needed to provide protec! tion of County employees, properties and facilities.
Knowledge of local, state and federal laws, rules and regulations pertaining to employment to include procedures for reporting workman's compensation, overtime, compensatory time, sick and annual leave, disciplinary procedures, drug policy, Family Medical Leave Act, and ADA as needed to supervise, counsel and inform employees.
Knowledge of progressive discipline procedures found in Montgomery City-County Rules and Regulations to include, discipline steps, necessary documentation, and notification procedures as needed to supervise staff and ensure compliance with established policies and procedures.
Knowledge of budgetary process to include identifying funding sources, projecting and tracking expenditures as needed to implement program(s), relate program plans to budgetary needs, and contain costs.
Knowledge of the organization and functions of county government to include inventory cont! rol, personnel management, capital acquisition, etc. as needed to revie! w programs, provide technical assistance, and ensure that various groups are following procedures.
Skill in oral communications to include being clear, articulate and concise, using tact and diplomacy, adjusting communications to the level of the listener, and recognizing when information is understood as needed to schedule and assign work duties, resolve conflicts, secure or provide information, discipline employees, and respond to inquiries from the public.
Reading skills at a level to comprehend text, such as, County Policies and Procedures manual, Montgomery City/County Rules and Regulations, contracts and specifications as needed to provide information to others, advise or discipline employees, and plan and assign duties.
Skill in using a personal computer as needed to prepare documentation and/or to analyze data.
Ability to develop organization plans to include prioritizing tasks, determining and assigning resources, and coordinatin! g with multiple groups (internal and external) as needed to adjust work flow/procedure, determine processes to meet standards, and increase productivity.
Ability to handle multiple tasks simultaneously to include being interrupted and returning to work immediately as needed to answer vendor questions, respond to employee problems and handle complaints.
Ability to communicate ideas in writing to include organizing thoughts in a logical manner, clarity, conciseness, adapting style to the writer, and using proper spelling, punctuation, and grammar as needed to compose narrative summaries, reports and correspondence.
Ability to plan and organize work to include projecting costs, prioritizing, understanding and apply long-range goals of department, scheduling and breaking activities/projects down into separate and distinct elements as needed to determine time and resources for projects and ensure that long and short range goals are met.
Abilit! y to analyze problems to include reviewing all relevant information, id! entifying related items and issues, tracking events in time, interpreting data, and securing additional information.
Ability to supervise the work of subordinates to include setting and enforcing performance standards, evaluating work performance, providing guidance in a fair and impartial manner as needed to ensure that work is performed professionally, correctly and in a timely manner.
Ability to investigate, analyze and handle conflicts, complaints or problems with employees vendors or the public to include making fair decisions or recommendations as needed to propose the appropriate actions to resolve or address the conflict, complaint or problem.
Ability to conduct research by gathering information from various sources such as hard copy files, computer files, and interviews as needed to research complaints, resolve discrepancies, and develop reports.
Ability to exercise sound judgment and discretion based on accepted practices when m! aking decisions, applying and interpreting department and County policies and procedures as needed to handle disciplinary matters and establish department policies and procedures.
Ability to develop policies and procedures as needed to standardize work and ensure consistent service.
Ability to establish and maintain effective working relationships with supervisor, County officials, employees and the public as needed to answer questions or complaints and to maintain a positive image for Montgomery County. Minimum Qualifications Associate's degree from an accredited two-year college in business, public administration, accounting, management or related field and five years of experience in large centralized purchasing or governmental purchasing operations to include one year of experience supervising staff performing purchasing operations; or an equivalent combination of education and experience. Experience may substitute for required education on a year-for-! year basis. Special Requirements
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This career starts available on: Fri, 13 Dec 2013 08:49:26 GMT