Essential Function:

Under general direction, serves as the principal purchasing official responsible for development, processing, and execution of contracts; ensures compliance with procurement policies and procedures; performs procurements, quality control, and procurement training; administers the District’s procurement card program; and supervises procurement and warehouse activities.

 Distinguishing Characteristics

This is a single position, advanced journey-level classification. Incumbent possesses advanced knowledge of government procurement and warehousing practices and demonstrates initiative and judgment to perform the full range of procurement and contract management duties. The Purchasing Supervisor is distinguished from the Finance Manager by the latter’s responsibility for overall management of the Finance Division. This position is distinguished from the Warehouse Technician II based on supervisory responsibilities and responsibility for administering purchasing functions and activities.

 SUPERVISION RECEIVED AND EXERCISED

Under general direction from the Finance Manager and may receive functional direction from other managers. This classification exercises supervision and direction over lower level purchasing and warehouse classifications. May act as a leader for assigned District teams and projects and as such may coordinate or oversee the work of other District staff directly related to the assigned activity.

Primary Duties

Duties and responsibilities may include, but are not limited to, the following:

• Oversee, coordinate, and administer cost-effective, diversified, and reliable procurement of materials, supplies, equipment, and services in accordance with established policies, procedures, and applicable federal, state, and local laws.
• Support development of revised procurement policies, procedures, and forms, as needed, and ensure broad awareness and adherence to internal controls to support effective implementation and compliance.
• Develop, implement, and administer effective systems for facilitating work planning needs, oversee contract administration activities, by reviewing, resolving issues, and processing submitted purchase requisitions, and orders, quotes, and contracts to final execution.
• Utilize software applications to effectively administer procurement functions and financial system transactions during the initial and administration phases of contract management to ensure conformance with contract terms and conditions and maintenance of vendor data for accuracy and validity.
• Coordinate with District staff to prepare requests for quotations, requests for proposals, and invitations for bids and conduct timely procurement of goods and services.
• Coordinate with District staff to ensure timely review, approval, and filing of contracts.
• Prepare and maintain accurate records and documentation for solicitations, responses, purchases, contracts, correspondence, and related follow-up activities in compliance with District policies and procedures.
• Conduct effective research for developing scopes of work, prices, terms and conditions, contract amendments, extensions, and change orders with vendors, as needed; and work effectively with District staff and vendors to resolve disputes that may arise.
• Administer the procurement of the District’s vehicles, manage the associated vehicle registration requirements, and coordinate procurement of insurance with District’s Risk Manager.
• Supervise key warehouse functions and activities, including conducting an annual inventory, establishing ordering points and inventory control system in coordination other District division needs, using electronic information to maintain efficient inventory levels, providing District management with appropriate inventory and usage reports.
• Administer disposal of surplus assets in accordance with District policies and procedures.
• Develop, coordinate, and/or conduct procurement training, including software applications.
• Administer the District’s purchasing card program.
• Provide supporting information to department managers during annual operating budget development and for ongoing management of operational budget reports.
• Support compliance with grant administration and reporting requirements.
• Supervise staff by providing technical guidance, direction, work review, and training; establishing work schedules; reviewing and coordinating leave requests; and formally evaluating employee performance through proper documentation of job performance.
• Effectively perform other work duties and responsibilities consistent with the position on an as needed and/or assigned basis.

General Organizational Duties

• Actively promote the District’s focus on effective and respectful communications to build better work relationships at all levels in the organization.
• Establish and maintain effective relationships with other staff members, staff at other agencies, and professional organizations.
• Participate in teams engaged in District projects and organizational activities.
• Provide appropriate, timely, and customer-service focused responses to inquiries from the public.
• Understand and conform with the District’s Policies and Procedures.
• Understand and conform with the District’s Safety Program.

Qualifications

A combination of training and experience that demonstrates an individual has obtained the required knowledge and is able to perform the required work (with reasonable accommodation, if needed). A person with the following combined training and experience would most likely qualify to compete in a selection process:

Education: Associate degree or a combination of equivalent work experience, training, and education in business or public administration, finance, purchasing, or another related field.

Experience: Minimum of four (4) years of increasingly responsible full-time professional experience in procurement, public contracting, or finance involving the acquisition of goods and services. Prior supervisory experience or two (2) years in a lead-level capacity.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Modern principles and practices of public sector, governmental procurement, and supply-chain management.
• Principles, practices, methods, and techniques of public procurement purchasing, including specification development, and contracting.
• Development and administration of effective procurement, purchasing, and inventory control systems, policies, and procedures.
• Computerized purchasing, finance, and inventory systems.
• Types of supplies, materials and equipment commonly used by water and wastewater agencies, including terminology and nomenclature.
• Working knowledge of math to perform computations and collect statistics for basic cost and price analysis.
• Procurement best practices of governmental purchasing, including sources of supply, marketing practices and pricing methods, and trends in the procurement industry.
• Applicable state and federal laws and regulations, including the Uniform Commercial Code and Public Contracting Code.
• Recordkeeping principles and procedures.
• Modern office practices, methods, and computer equipment.
• Principles of supervision and techniques for training, motivating, and developing employees, and conducting formal performance evaluations.

Skills and Abilities:

• Accurately interpret, apply, and ensure compliance with established District policies and procedures.
• Evaluate, plan, and articulate actions necessary to complete procurement of goods and services.
• Evaluate sections of technical specifications related to parts and materials purchasing requirements.
• Ensure procurement records are accurately managed and summarized to produce detailed summary reports.
• Establish and maintain open and honest communications with co-workers at all levels.
• Embody and provide a high-quality customer service experience both internally and externally.
• Provide effective verbal and written communications; and comprehend verbal and written instructions.
• Perform arithmetic and mathematical calculations common to procurement of goods and services and the associated contract and inventory management.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Operate automobiles and electric carts.

Licenses and Certifications: None

PHYSICAL DEMANDS

The physical demands described herein are representative of those that may be encountered by an employee while performing the essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

• Perform simple grasping, pushing, pulling, and fine manipulation.
• Sitting, standing, walking on level and unlevel surfaces, reaching, twisting, turning, kneeling, bending/stooping, crouching, grasping, and making repetitive hand movements in the performance of daily duties.
• Must possess the mobility to work in a standard office setting and use standard office equipment, including a computer.
• Mobility to visit and observe various construction sites.
• Vision to read printed materials and a computer screen, clearly see objects, and observe spatial relationships.
• Finger dexterity is required to access, enter, and retrieve data using a computer keyboard and to operate standard office equipment.

WORKING CONDITIONS

The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Typically works in a normal office environment with controlled lighting and ventilation, and moderate noise levels.
• Periodic travel may be required for training, meetings, and other business purposes.
• Noise levels in the field work environment are usually moderate with occasional exposure to loud equipment. This position may enter locations that require personal protective equipment (PPE). The specific PPE required for the exposure will be provided and worn in accordance with current District, state, and federal regulations.
• Employee may interact with the public or private representatives while conducting job duties.

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• Delta Diablo

• 9257561969