Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed by individual positions.
JOB SUMMARY
Under direction, plans, organizes and supervises purchasing specialist performing routine to complex procurement responsibilities for a variety of materials, supplies, services and equipment in accordance with District standards and policies and all applicable legal requirements; provides professional advice to management on procurement policies, procedures and proper internal controls; ensures that District staff is compliant with Board-adopted procurement policies and procedures; provides information to departments related to purchasing issues; considers costs, quality, reliability of source and urgency of need; analyzes quotes received and negotiates goods and services as needed; understands accounting as related to purchasing; and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS
The Purchasing Supervisor is responsible for supervising staff performing a full range of complex purchasing transactions for a wide range of materials, supplies, services, and equipment for District departments in compliance with established regulations, policies, and standards. Work provides a basis for sound operational and financial planning through analysis, monitoring, and maintenance of purchasing records, systems, and reports. Work requires the ability to solve routine to difficult issues and reconcile purchasing records to financial accounts. Assignments are broad in scope, requiring significant independent decision-making.
This position typically reports to the Controller and supervises the work of purchasing staff. The Purchasing Supervisor is distinguished from the Purchasing Specialist in that an incumbent in the former class exercises significant authority and independence while performing a full range of complex, professional purchasing analysis and reporting in the preparation and maintenance of purchasing and financial records.
ESSENTIAL FUNCTION STATEMENTS
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
- Plans, organizes and supervises the work of the District’s purchasing staff; with staff, develops, implements and monitors work plans to achieve assigned unit objectives; facilitates purchases and other expenditures in accordance with District procedures and the annual budget; participates in developing, implementing and evaluating plans, processes and procedures to achieve established goals and objectives in accordance with department standards; prepares and maintains a variety of records and reports.
- Interviews and participates in selecting new unit staff; supervises and evaluates staff performance; establishes performance requirements and personal development targets; regularly monitors performance and provides training, coaching and mentoring for performance improvement; recommends performance recognition when warranted; with management concurrence, implements the progressive discipline process to address performance deficiencies, in accordance with District human resources policies and labor contract agreements.
- Provides day-to-day leadership and works with staff to ensure a high-performance, customer service-oriented work environment that supports achieving the department and District’s mission, objectives and values regarding teamwork, mutual trust and respect; applies best practices and quality assurance processes to assigned areas of responsibility; enforces the maintenance of safe working conditions and ensures safe work practices are followed by staff.
- Analyzes the District’s purchasing systems, practices, procedures, and policies, recommends improvements, and assists in their development and implementation; acts as liaison with outside vendors; reviews and ensures adequate internal controls for purchasing.
- Works with Information Technology department to evaluate and develop user requirements and enhancements to purchasing modules of the District’s computer financials system, as needed; defines user training and implementation needs; implements system changes; assists with training District employees on purchasing modules.
- Oversees the administration and implementation of the District’s purchasing program; prepares for review quarterly or annual purchasing reports, metrics, and analysis for Board presentation; assists with grant accounting and reporting as it relates to purchasing records and vendors.
- Administers the District’s credit card purchasing program, ensuring controls are in place and use is within District, state and federal policy and guidelines.
- Researches and provides data for administrative or management studies relating to District activities such as cost analysis, productivity, policy, or procedure modifications; identifies problems, determines analytical approach, obtains, and analyzes necessary information; evaluates alternative courses of action and makes recommendations; assists in the development of implementation plans and the implementation of policy and procedural modifications.
- Develops and maintains the purchasing manual and procedures in accordance with District procurement policy, rules, regulations, and state/federal guidelines.
- Attends and participates in professional group meetings, stays abreast of new trends and innovations in the field of purchasing.
- Serves as backup to the Purchasing Specialist as needed, while keeping internal controls in place.
- Performs related duties and responsibilities as required.
Ability to:
- Organize, prioritize, and work on simultaneous assignments with attention to detail and required deadlines.
- Plan, supervise, assign, review and evaluate the work of staff engaged in a professional purchasing role.
- Define issues, analyze problems, evaluate alternatives, and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules, and policies.
- Prepare a variety of purchasing reports, including board reports related to purchasing.
- Evaluate internal controls and recommend and implement effective control procedures.
- Prepare clear, concise, and comprehensive correspondence, reports, studies, and other written materials.
- Exercise sound independent judgment within areas of responsibility.
- Communicate effectively, both orally and in writing.
- Understand, interpret, explain, and apply applicable laws, codes, and ordinances.
- Represent the District effectively in dealings with outside agencies, contractors, vendors, and the public.
- Present proposals and recommendations clearly, logically, and persuasively.
- Operate a computer, standard business software and a variety of software programs and databases related to area of assignment.
- Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.
- Establish and maintain effective working relationships with all those encountered in the course of work.
Knowledge of:
- Enterprise Resource Planning Software and Microsoft office software.
- Principles, practices, methods, and techniques of public agency purchasing, including competitive bidding procedures.
- Federal, state, and local laws, regulations and court decisions governing District purchasing activities, including knowledge of the Uniform Commercial Code (UCC).
- Uniform guidance from the Office of Management and Budget as it relates to procurements under a federal award.
- Department of Industrial Relations (DIR) regulations regarding public works projects.
- Sources and types of equipment, products, commodities, and services used by a water district.
- Uses and operations of automated purchasing systems, computers, standard business software and specialized database and spreadsheet applications.
- District practices and procedures for purchasing and maintaining public records.
- Principles and practices of public administration and maintaining public records.
- Generally Accepted Accounting Principles (GAAP) and Governmental Accounting Standards Board (GASB) accounting standards, requirements, and best practices applicable to purchasing.
- Audit principles and practices associated with the oversight of purchasing and contracting, including internal controls and segregation of duties as they relate to purchasing.
- Principles and practices of sound business communications; correct English usage, including spelling, grammar, and punctuation.
- Principles and practices of effective supervision.
- Safety policies, practices, equipment and supplies applicable to the work.
- District human resources policies and labor contract provisions.
QUALIFICATIONS
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education, Training and Experience:
Graduation from an accredited four-year college or university with a bachelor’s degree in business, public administration, accounting or a related field, experience performing lead or supervisory duties, and four years of progressively responsible experience in purchasing, preferably in a government agency or utility.
Experience in a public agency is preferred.
Licenses; Certificates; Special Requirements:
Possession of or the ability to obtain a valid California Class C driver’s license and the ability to maintain insurability under the District’s vehicle insurance program.
Possession of any of the following certifications is desirable:
- Certified Public Purchasing Officer (CPPO)
- Certified Professional Public Buyer (CPPB)
- Certified Purchasing Manager (C.P.M.)
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