Chief Procurement Official (pending title change to Purchasing Manager)

Description

Job Purpose/Summary
Under general supervision of the Finance Director, this position is responsible for the supervision and organization of the City’s centralized purchasing activities and related work as assigned. Serves as a technical procurement resource for City’s management, employees, and the public. The Purchasing Manager provides supervision to the Purchasing Division.

About the City of Banning
The City of Banning is located in the San Gorgonio Pass area of Southern California. The community of over 30,000 people is diverse with income levels slightly lower than other areas of Riverside County. However, growth and development are occurring rapidly, which will create new jobs, increase the population and raise income levels. Our employees are the most important asset in preserving our proud history, creating a prosperous tomorrow, and in responding to the community’s needs. The City provides competitive salaries, outstanding benefits and professional growth opportunities.

City Vision
The City of Banning promotes and supports a high quality of life that ensures a safe and friendly environment, fosters new opportunities and provides responsible, fair treatment to all and is the pride of its citizens.

Core Values - R.E.A.D.Y.

• Respectful
• Enthusiastic
• Accountable
• Dedication
• Yes-Minded

• Leadership: Contributes to a positive work culture consistent with the City of Banning Leadership Philosophy, actively welcomes new approaches to public service and supports change and process improvements at all levels within the organization.
• Teamwork: Demonstrates ability and willingness to work collaboratively with a team.
• Communication: Communicates effectively with peers, supervisors, subordinates, and individuals to who service is provided.

Examples of Duties

Essential Functions
This is a single position class that functions as a division head and is accountable for managing and supervising the day-to-day operations and activities of procurement for the City. The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification. Shown are duties intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Supervise the City’s centralized purchasing activities. Plan, coordinate, prioritize, monitor and participate in the purchasing of commonly used materials, supplies, equipment and services by the City.
• Participate in the development and implementation of goals, objectives, policies, and priorities for the Purchasing Division; identify resource needs, recommend and implement policies, procedures, rules, regulations and ordinances. Assist in the development of City policies and procedures involving the acquisition of supplies or services.
• Administer applicable contracts; review and approve purchase requests for completeness, accuracy and compliance with purchasing and budgetary policies and procedures, and issue purchase orders accordingly.
• Direct, coordinate and review the work plan for the Purchasing Division; meet with staff to identify and resolve problems; assign work activities and projects; monitor workflow; review and evaluate work products, methods and procedures.
• Supervise and train division personnel; assume responsibility for motivating and evaluating assigned personnel and initiating disciplinary procedures as appropriate.
• Maintain appropriate work records and documents which may include purchase orders, purchase reports, proposals and other documentation; prepare statistical and/or analytical reports on operations as necessary.
• Research, analyze and develop diversified and reliable sources of supplies. Establish and maintain contracts and negotiate with vendors; keep informed of new products; and evaluate vendor performance.
• Develop and implement formal and informal bidding policies; develop bid documents and competitive solicitations; conduct public bid openings; analyze bids against specifications and prepare bid analysis; compose and prepare staff reports; recommend award of contracts and/or purchase orders in accordance with all laws, City ordinances, and policies; develop other documents as necessary.
• Stay abreast of current and long-range trends in the field of purchasing and supply; attend seminar and professional meetings as necessary.
• Develop and administer the budget for the Purchasing Division; monitor and approve expenditures; recommend adjustments as necessary.
• Coordinate purchasing services with other City departments, divisions, and outside agencies. Serve as a technical resource to other departments; assist departments with budget estimates for the purchase of materials and equipment. Assume responsibility as liaison between vendors and City departments relative to procurement activities.

• City, County, State and Federal statutes, rules, regulations, ordinances, codes, administrative policies and other operational guidelines and directives for purchasing for a municipality.
• Modern and complex principles and practices of governmental purchasing, and methods and techniques of statistics.
• Methods and techniques for report preparation, writing, and record keeping.
• Principles of supervision, training, and performance evaluation.
• Principles of contract negotiation and administration.
• Safe driving principles and practices.
• Modern office practices, methods, and computer equipment.

• Read, understand, interpret, and apply relevant City, County, State and Federal statutes, rules, regulations, ordinances, codes, administrative orders, policies and procedures and other operational guidelines and directives.
• Manage and coordinate the work of technical and administrative support personnel.
• Select, train, supervise, and evaluate staff.
• Effectively handle a variety of assignment simultaneously.
• Analyze and evaluate data and prepare comprehensive reports and studies.
• Communicate clearly and concisely.
• Plan, organize, and coordinate the City’s purchasing operations.
• Prepare oral presentations and written reports.
• Work independently.
• Establish and maintain effective working relationships.

• Operate a computer and applicable software.
• Effectively operate a motor vehicle on city streets.
• Monitor market conditions, current prices, trade names, and brands related to purchasing for a municipality.

Typical Qualifications

Minimum Qualifications:

• A Bachelor’s degree in Business Administration, Marketing, Accounting or a related field from a regionally accredited college or university.
• Three (3) years of professional purchasing experience including one (1) year in a supervisory capacity.
• A valid California Class C Driver License (If currently in possession of a valid driver’s license from another state, a valid California Class C Driver License must be obtained within 30 days of employment).

• Possession of a Certified Professional Purchasing Manager (CPPM) certification or a Certified Purchasing Professional (CPP) certification.
• Professional work experience in purchasing within a municipality or related public agency.

Supplemental Information

Working Environment:
The incumbent will be located in Banning City Hall which is an indoor office environment with a moderate noise level and subject to constant interruptions. Work may need to be performed outside of traditional work hours and attendance at meetings held in the evening may occasionally be required.

Physical demands:
This position requires prolonged sitting, standing, walking, reaching, twisting, and turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing documents and reports and data using a computer keyboard. Additionally, the position requires near vision in reading correspondence, statistical data and using a computer, and acute hearing is required when providing phone service and communicating in person.

RETIREMENT: New employees with recent service with CalPERS pay up to 7% of the employee rate with the 2% @ 60 Plan and 3 Year Average formula. New hires with no CalPERS service as of January 1, 2013, will pay 6.2% of the employee rate and will be subject to the 2% @ 62 Plan, with 3 Year Average formula and a mandatory contribution of normal costs as established by the new Pension Reform Act Law. The City also participates in Social Security.

AGENCY SHOP/DUES DEDUCTIONS: Employees may choose to join Teamster Local 1932 Mid-Management and Professional Unit and pay their service fee in an amount not to exceed the standard initiation fee, periodic dues and general assessments of Teamsters Local 1932.

CITY PAID BENEFITS: City employees can participate in an employer paid CalPERS mid-tier HMO Healthcare Plan. Participating employees also provides cafeteria benefit money to use for dental, vision, life, disability insurance, and supplemental benefits. r. Employees who reside within City limits shall receive $150 per month as a discount against the cost of electric and water service during the period of such residency.

LIFE/DISABILITY INSURANCE: The City pays for a basic life insurance policy in the amount of $150,000. Employees pay for short and long term disability plans with a 7-day elimination period.

HOLIDAYS/VACATION/SICK/BEREAVEMENT LEAVE: City employees receive thirteen (13) paid holidays, plus one (1) floating holiday per year. After completion of probation period: Ten (10) days annual vacation, additional vacation after five (5) years up to a maximum of twenty (20) days. Twelve (12) days of sick leave per year. Up to five (5) working days of bereavement leave for immediate family members.

OTHER BENEFITS: $275/mo. for possession of a Master's Degree. $350/mo. vehicle allowance.

DIRECT DEPOSIT: The City has a mandatory policy for all employees of direct deposit of payroll checks.