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Purchasing and Materials Manager

Effective:11/21/03
Range M-35
Respirator Class: 3

Definition

Plan, organize, direct, manage, and review the operation of the District’s centralized Purchasing and Materials Services Division; manage the formation of the District contract agreements; review all District purchases; manage the District’s warehouse activities; and manage the real property activities of the District.

Supervision Received and Exercised

  • Receive general direction from the Director of Administration.
  • Exercise direct supervision over personnel in the Purchasing and Materials Services Division.

Examples of Essential Duties

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

  • Plan, organize, direct, manage, and review the operation of the Purchasing and Materials Services Division; develop and implement goals, objectives, policies, and priorities.
  • Provide general supervision over subordinate personnel including the training and development of Division employees; recommend selection of personnel; evaluate staff.
  • Confer with and advise other managers regarding areas of purchasing, contract preparation and administration, and materials services including legal considerations.
  • Manage the purchase, sale, and lease agreements for the District’s real property; negotiate property deals as required.
  • Ensure District’s purchasing and material services policies, procedures and guidelines are complete, accurate, up to date, and comply with Board direction, federal, state and local laws.
  • Assume responsibility for preparation and administration of the Division’s budget; review Division’s budget requirements and monitor monthly expenditures.
  • Assume responsibility for contracts and purchase orders including the resolution of any problems.
  • Represent the Division at meetings and on committees.
  • Manage, monitor and audit the District’s Procurement Card Program.
  • Manage the District’s warehouse activities including stocking, inventorying, accounting and surplusing various items.
  • Prepare and conduct special projects as assigned.
  • Perform related duties as required.

Minimum Qualifications

Knowledge of:

  • Principles and practices of purchasing and contracts as related and applied to a public agency.
  • Principles and practices of general real estate.
  • Governmental purchasing laws and procedures including the Uniform Commercial Code.
  • Storekeeping and warehousing methods and practices including inventory control procedures.
  • Types of supplies, materials, and equipment commonly used by sanitation districts including terminology and nomenclature.
  • General accounting principles and practices as they relate to capital and budget management.
  • Principles and practices of organization, administration, budget, and personnel management.
  • Safety hazards and appropriate precautions applicable to work assignments.
  • Computerized purchasing, finance, and inventory systems.

Ability to:

  • Continuously analyze bids and computer reports; resolve problems with distributors and employees; analyze, understand purchasing and materials services activities; know the legal requirements surrounding purchasing; and explain processes and procedures to suppliers, managers, and internal staff. Intermittently interpret legal documents.
  • Sit at desk and in meetings for long periods of time on a continuous basis. Intermittently twist to reach equipment surrounding desk and perform simple grasping; use telephone, and write or use a keyboard to communicate through written and electronic means.
  • Plan, organize, direct, and train the work of personnel working in a comprehensive purchasing and materials area.
  • Create, analyze, evaluate, and modify purchasing methods and procedures; compile and analyze statistical data.
  • Communicate clearly and concisely, both orally and in writing.
  • Keep and locate records, files and documents.
  • Perceive and analyze problems correctly and take effective action.
  • Build and maintain positive working relationships with employees and the public using high levels of customer service.

Experience and Education

Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

  • Eight years of progressively responsible experience in large‑scale governmental or commercial purchasing including familiarity with construction, contract administration, warehousing, and inventory control procedures including five years of supervisory experience.

Education:

  • Equivalent to a bachelor’s degree from an accredited college or university with major study in purchasing, business administration, public administration, or a related field.

Licenses and Certificates

  • Possession of a Certified Purchasing Manager, C.P.M., certification is desirable.

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