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Human Resources
FLSA Designation: Exempt
May, 2005

PURCHASING MANAGER

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 within the job.

SUMMARY DESCRIPTION
Under direction of the Chief Finance Officer, supervises, assigns, reviews, and participates in the work of staff responsible for providing services and activities related to the City’s purchasing functions and programs; ensures work quality and adherence to established policies and procedures; and performs the more technical and complex tasks relative to assigned area of responsibility. Provides technical information to City staff.

IDENTIFYING CHARACTERISTICS
The Purchasing Agent is considered a supervisory level with responsibility for planning, coordinating, and overseeing purchasing functions and services. This position contributes to the overall management of the Finance Division by participating in the development of policies and procedures, coordinating with internal and external parties to improve delivery of service, providing guidance on all facets of purchasing, and participating in the development and monitoring of budgets. Incumbents in this position oversee and direct purchasing activities having a significant impact on City-wide costs and operational effectiveness and must possess strong negotiating skills.

REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

  1. Plans, prioritizes, assigns, supervises, reviews, and participates in the work of staff responsible for purchasing services and activities.
  2. Establishes schedules and methods for providing assigned services; identifies resource needs; reviews needs with appropriate management staff; allocates resources accordingly.
  3. Participates in the development of goals and objectives as well as policies and procedures relating to the purchase of materials, supplies, and equipment and contracting for services; makes recommendations for changes and improvements to existing standards, policies, and procedures; participates in the implementation of approved policies and procedures; develops, implements, and maintains purchasing forms; monitors work activities to ensure compliance with established policies and procedures.
  4. Participates in the selection of assigned staff; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline procedures.
  5. Participates in the preparation and administration of the assigned program budget; submits budget recommendations; monitors expenditures.
  6. Performs the more technical and complex tasks of the work unit.
  7. Advises and provides technical information and assistance to City staff regarding purchasing activities; processes the more complex commodity acquisitions and service contracts.
  8. Provides training on a variety of matters including purchasing procedures, changes in policy, and credit card and invoice processing.
  9. Reviews requisitions and related documents for completeness, accuracy, authorization for purchase, availability of funds, and compliance with purchasing policies and procedures.
  10. Confers with department heads and other authorized staff to determine purchasing needs, requests and specifications; develops or assists in the development of specifications for supplies, materials, services, and equipment.
  11. Administers formal/informal request for proposals packages and bids; evaluates bids against specifications and recommends purchase or award of contract in accordance with policies.
  12. Supervises the process for receipt of goods and warehousing functions.
  13. Audits procurement practices of individual departments.
  14. Interviews vendor representatives to evaluate products and services, to obtain price trends, to obtain comparative information, and to establish potential sources of supply.
  15. Negotiates, coordinates, administers, and maintains contracts for City-wide copy machines, office supplies, fuel, cellular telephones, and other equipment as necessary.
  16. Coordinates and maintains vehicle reporting programs for insurance, DMV, and smog compliance.
  17. Maintains, tracks, and monitors locksmith activities including key and keyless entry systems.
  18. Develops, organizes, implements, and maintains the City’s California CAL-Card procurement card program; provides related training.
  19. Assists City staff with decision-making regarding the vehicle replacement program and fund; ensures overall compliance and coordinates the bidding and award process with departments; updates, monitors, and reports the expenditures and surplus disposals for the vehicle replacement fund and program.
  20. Assists in maintaining an accurate fixed assets inventory; conducts annual warehouse, stores, and fixed assets inventory; develops records and procedures for inventory control.
  21. Evaluates actual value and negotiates trade-in allowances, sale, auction, or other disposition of surplus or obsolete equipment and materials.
  22. Performs contract administration for assigned projects including performing a full range of planning, organizing, coordinating, and decision making functions; ensures timeline adherence from inception to completion.
  23. Investigates complaints and problems with purchase orders and contracts; secures adjustments; resolves invoice and payment problems.
  24. Maintains records concerning operations and programs; prepares reports on operations and activities to communicate and document status and issues.
  25. Attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields of purchasing and accounts payable; incorporates new developments as appropriate into programs.
  26. Perform detailed analyses of the encumbrance data base to determine purchase order aging and accuracy of encumbrance balances; make recommendations regarding disencumbrances; reviews reports to determine that purchase order balances carried over from one year to the next in the correct amounts and to the correct accounts.
  27. Performs related duties as required.
QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:
Operations, services, and activities of a purchasing and accounts payable program. Principles, practices, and procedures of purchasing including competitive bidding methods and bid preparation, solicitation, award, and evaluation to assure compliance with specifications. Principles, practices, and techniques of contract administration and negotiation. Methods and techniques of inventory control and warehousing. Sources and types of equipment, supplies, and services used by a municipality. General accounting principles and practices including methods and techniques used in financial record keeping, governmental and fund accounting, and laws affecting accounts payable function. Basic principles and practices of municipal budget preparation and administration. Principles of supervision, training, and performance evaluation. Principles and procedures of record keeping. Principles of business letter writing and report preparation. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Pertinent federal, state, and local laws, codes, and regulations.

Ability to:
Coordinate and direct purchasing and accounts payable programs. Supervise, organize, and review the work of assigned staff involved in purchasing and accounts payable program areas. Select, train, and evaluate staff. Recommend and implement goals, objectives, policies, and procedures for providing purchasing and accounts payable programs. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations. Interpret and explain City purchasing and accounts payable processes, policies, and procedures. Participate in the preparation and administration of assigned budgets. Prepare clear and concise reports. Negotiate cost effective purchasing contracts based on quality, quantity, and price. Design, implement, and maintain record keeping and inventory systems. Analyze complex issues, evaluate alternatives, and reach sound conclusions. Research, analyze, and evaluate new service delivery methods and techniques. Make adjustments to operating procedures as necessary to improve organizational effectiveness. Manage multiple projects simultaneously and be sensitive to changing priorities and deadlines. Plan and organize work to meet changing priorities and deadlines. Effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the unit. Work cooperatively with other departments, City officials, outside agencies and vendors. Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, City staff, or other agencies on sensitive issues in area of responsibility. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
A Bachelor’s degree from an accredited college or university with major course work in materials management, accounting, business administration, or a related field.

Experience:
Four years of increasingly responsible experience in purchasing a variety of supplies, materials, services, and equipment including some supervisory experience. Purchasing experience in a public agency is highly desirable.

License or Certificate:
Possession of an appropriate driver’s license. Certification in Public Procurement issued by the California Association of Public Procurement Officers is desirable.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Environment: Work is performed primarily in a standard office environment with some travel to different sites; incumbents may be required to work extended hours including evenings and weekends and may be required to travel outside City boundaries to attend meetings.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

Human Resources Division   
   (925) 516-5191
150 City Park Way   
TTD
   (925) 516-5409
Brentwood, CA 94513  
  (925) 516-5446