Purchasing Manager

City of Franklin

Starting Pay: $4,279.85 - $4,657.50/Biweekly

$111,276 - $121,095/Annually

the link below for Benefits Information:

https://acrobat.adobe.com/id/urn:aaid:sc:US:daea3470-95cc-4286-8a1e-fd08549bf6d0

I. Purpose of Job

Under limited supervision, oversees all City purchasing generally not related to construction of new infrastructure and facilities, including products, materials, supplies, vehicles, equipment and services.

II. Essential Job Duties

A. Performs supervisory duties

• Supervises, directs, and evaluates personnel, addresses employee concerns and problems, assigns duties and tasks, trains employees, and prepares employee performance evaluations.
• Makes recommendations to the Comptroller regarding job description revisions and personnel actions such as hiring, promoting and disciplining. Promotes practice City’s core values (action-oriented, excellence, innovation, integrity and teamwork).
• Fosters a positive, safe, and healthy workplace for the Purchasing team. Promotes and supports the professional development of staff.

B. Manages Purchasing function

• Preserves and enhances public trust and confidence in the City’s purchase of goods and services generally not related to construction of new infrastructure and facilities.
• Promotes practice by Purchasing Office staff of NIGP Code of Ethics.
• Supports departments of the City in the policy-compliant procurement of non-construction-related products and services so that the City may fulfill its mission.
• Advises departments of the City in their dealings with the community of suppliers, service providers and contractors that either do or seek to do business with the City.
• Actively leads efforts to ensure compliance with City procurement-related policies and procedures.
• Administers, recommends revisions to, and informs City departments about Tennessee law, City ordinances, and City policies and procedures pertaining to the purchase of goods and services generally not related to construction of new infrastructure and facilities.
• Administers, recommends revisions to, and informs City departments about Tennessee law, City ordinances, and City policies and procedures pertaining to the disposal of surplus personal property of the City.
• Develops, updates, maintains and administers City procedures pertaining to procurement-related policies of the City.
• Prepares for and responds to auditors’ requests.
• Provides data to the Comptroller for preparation and presentation of the annual budget request for the Finance Department. May assist in the budget preparation process in other aspects as assigned by the Comptroller. Oversees proper disposal of the City’s surplus property.
• Oversees development and provision of training of, and development and usage of best practices by, personnel from departments of the City on topics pertaining to the purchase of goods and services generally not related to construction of new infrastructure and facilities.
• Oversees implementation, requests funding, and usage of computer software and hardware technology.

C. Oversees formal and other purchasing processes pertaining to the purchase of goods and services generally not related to construction of new infrastructure and facilities

• Oversees and manages formal procurement solicitations to provide non-construction-related goods and services to the City.
• Oversees preparing and finalizing solicitation-specific content (e.g., specifications and requirements) for formal procurement solicitations in compliance with applicable Tennessee law, City ordinances and City policies and procedures.
• Oversees opening and analysis of sealed submittals received in response to formal procurement solicitations.
• Responds to informal objections and formal protests submitted by suppliers, service providers and contractors that either do or seek to do business with the City.
• Administers and oversees the City’s purchasing card program.
• Administers and oversees the City’s fleet fuel purchasing program.
• Administers and oversees all City procurement requisition and purchase order processes and systems.
• Ensures all submitted procurement requisitions are considered in a timely manner.
• Ensures the timely issuance of purchase orders based on approved procurement requisitions.

D. Oversees compliance with purchasing internal controls

• Receives procurement requisitions from City departments.
• Approves procurement requisitions from City departments valued less than the City’s sealed-submittal threshold; recommends whether to approve procurement requisitions from City departments valued at or more than the City’s sealed-submittal threshold.
• Issues purchase orders based on approved procurement requisitions.
• Ensures receiving tickets are completed for purchased capital items.
• Ensures purchasing card backup including detail is submitted.
• Determines the disposition of any outstanding purchase orders.

III. Other Job Duties

Performs other job duties as assigned, including:

• Approves timecards for staff of the Purchasing Office.
• Engages in activities that further the public purchasing profession including networking and professional development.
• Serves in a leadership role within the Finance Department and assists the Comptroller, Financial Manager and other Finance staff as needed.

IV. Primary Job Challenges

Identifying, recommending and implementing ongoing process and technology enhancements to increase the capacity of the Purchasing operation as the City and its level of service delivery continues to grow.

V. Equipment Operated

Computer and other office equipment.

VI. Key Competencies Required

• Job Content Knowledge: Has thorough knowledge of the policies, procedures, and activities of the City and purchasing practices as they pertain to the performance of duties relating to the position. Is very knowledgeable of purchasing procedures and practices as necessary in the completion of daily responsibilities, including purchasing, budgeting and accounting. Is thoroughly familiar with procedures for competitive purchasing in compliance with the City’s Purchasing Policy. Is capable of reading and using contracts, purchase orders, product/material specifications, ledger, billing invoices and insurance forms. Is able to develop and implement long-term goals for the department as necessary in the promotion of effectiveness and efficiency. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Knows how to keep abreast of changes in policy and procedure as they pertain to departmental operations and activities. Is knowledgeable and proficient with computers.
• Language Skills: Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.
• Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
• Reasoning Ability: Ability to define complex problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Teamwork: Develops constructive and cooperative working relationships with others. Encourages others to express their ideas and opinions. Provides input into identifying and solving problems. Anticipates need of others for information about job tasks and work environment and provides it to them in a timely manner. Willingly assists others with job tasks when appropriate.

VII. Physical Demands and Work Environment

Physical Demands: Performance of the essential duties of this job requires the incumbent to:

• Frequently maintain stationary position.
• Frequently move.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, computer, printer, and telephone.
• Regularly moves about inside the office to access filing cabinets, computer, etc.
• Regularly communicates with vendors, citizens, and co-workers.
• Occasionally moves/transports up to 10 pounds.

Work Environment: Performance of the essential duties of this job requires: The work environment is moderately noisy (examples: business office with computers and printers, light traffic).