purchasing manager - Jefferson - Jackson County Georgia

Description

JACKSON COUNTY,


GEORGIA

CLASSIFICATION SPECIFICATION

CLASSIFICATION TITLE:

PURCHASING MANAGER

PURPOSE OF CLASSIFICATION

The purpose of this classification is to perform professional tasks at the managerial level to complete purchasing functions to implement, develop, manage, and administer the County's automated procurement and reporting systems and monitor performance and reporting.

Acts as the contract administrator for the County. Interacts with department representatives and vendors regarding purchases, bid specifications, and proposals. Updates and implements County purchasing, capital assets and budget policies and procedures.

ESSENTIAL FUNCTIONS
The following duties are normal for this position.

The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

Other duties may be required and assigned.

Performs professional tasks at the managerial level to complete critical purchasing functions to implement, develop, manage, and administer the County's automated procurement and reporting systems; coordinates purchasing and procurement activities for County government; updates and implements County purchasing, capital assets, and accounts payable policies and procedures.

Provides, at a minimum annually, training for purchasing, capital assets, capital projects and accounts payable policies and procedures.
Acts as the contract administrator for the County.
Oversees procedures for capital asset recording, reporting and monitoring.
Interacts with department representatives and vendors regarding purchases, bid specifications, and proposals.

Oversees the proposal and bidding process for the County; prepares bid requests for proposals for goods and services to be purchased through the bidding process; opens bids and proposals; tabulates and obtains approval from management and/or the Board of Commissioners; awards bids after approval; coordinates contracts with County Attorney and selected vendor; receives insurance pay and performance bonds after contracts are signed; maintains computer records of contract information.

Manages regular service agreements for the County; coordinates cell phone service agreement for all County departments; produces and analyzes cost reports; maintains copier and postage meters for the County; recommends changes or upgrades as needed.

Reviews and resolves vendor payment and contract problems; submits payment requests for Grant Projects.

Performs administrative tasks for the department; prepares presentations for special projects; arranges vendor meetings for demonstrations and training; conducts in-house training of purchasing staff; generates summary reports of vendors, department credit card reports, and fleet reports; prepares the annual insurance renewal packages for the County's Property and Liability Insurance.

Coordinates all County Property and Liability insurance claims and information; prepares the annual insurance renewal packages for the County's Property and Liability Insurance; reports claims and coordinates with claim agents to ensure settlement of each occurrence; maintains property, vehicle and equipment automated records; adds/deletes/changes real properties, vehicles and equipment to policies; completes applications to obtain tag/title information for vehicles.

Coordinates special activities of the department; conducts the online auction of surplus vehicles; runs reports and submits sales information to management and the BOC; coordinates an annual auction as needed.

Coordinates the purchase and replacement of vehicles for the Sheriff's Department and user departments based on recommendations from Fleet Management; prepares agenda items for the purchase of vehicles, surplus vehicles, and related projects.

Coordinates Enterprise Fleet delivery to ensure proper documentation of insurance, and maintain accuracy of the ongoing fleet inventory master list.

Manages real estate leases for the County to include rental of property by the County and the rental of property from the County; ensures leases are current, agreements are honored, rent is paid or collected; ensures properties are properly maintained; markets
County owned commercial real estate to generate revenue for the County.
Complies date for annual audit with external and internal auditors.
Provides technical assistance and coordinates training with other departments related to account payable functions.

Maintains the Purchasing Information page on the County web-site; post relevant information for citizens and potential vendors to review; post RFP/RFQ information to enable prospective bidders to download documents.

Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals.

Operates a personal computer, printer, fax, copier, scanner, and other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system] software.

ADDITIONAL FUNCTIONS
Performs other related duties as required.
KNOWLEDGE, SKILLS AND ABILITIES
Ability to problem solve and analyze complex County operations.
Ability to work independently with established policies, procedures, and guidelines.
Ability to perform functions of the job with few errors and new of rework.
Ability to provide accurate and timely data to upper management.
Thorough knowledge of data extraction and analysis software tools.
Demonstrates a high level of accuracy and thoroughness in all aspects of work.

Knowledge of:

GFOA Best Practices, GASB standards and guidance, GAAP, generally accepted auditing standards, GPAG local government purchasing principles and practices, County Government computerized financial management system, County Government fixed assets accounting system, relevant federal, state, and local laws and ordinances, and federal and state grant requirements.

Ability to learn and understand complex principles and techniques, expound on knowledge of topics related to primary occupation, and to make independent judgment in the absence of management.

Ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

Ability to speak and/or signal people to convey or exchange information. Includes giving assignments and/or directions to co-workers or assistants.

Ability to read a variety of reports, government codes and ordinances, policies, statements, requests (e.g., auditor request), schedules, and informational documentation, directions, instructions, and methods and procedures.

Ability to prepare spreadsheets, financial statements, charts of accounts, policy and procedure documents, etc., using prescribed formats and conforming to all rules and punctuation, grammar, diction, and style.

Ability to speak to people with poise, voice control, and confidence.
Ability to record and deliver information, to explain procedures, and to follow oral and written instructions.
Ability to communicate effectively and efficiently in a variety of administrative, technical or professional languages including accounting terminology.

Ability to utilize mathematical formulas, add and subtract totals, multiply and divide, utilize and determine percentages, perform statistical calculations including advanced probability theory, and perform calculations involving variables, etc.

Ability to handle a variety of items such as computers, fax machines, typewriters, and other office equipment.
Ability to deal with people beyond giving and receiving instructions.
Must be adaptable to performing under moderate stress when confronted with an emergency.
Ability to talk and/or hear and communicate via telephone.
Ability to apply careful review of tasks to ensure completeness and precision.

MINIMUM QUALIFICATIONS

Bachelor's degree in Business Administration, Budget/Procurement or related field with a minimum of five to seven years handling procurement, bid specification processes, and related administrative activities; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Annual training through GPAG (Government Procurement Association of Georgia) preferred.

PERFORMANCE APTITUDES

Data Utilization:
Requires the ability to determine, calculate, tabulate, or summarize data/information. Includes performing subsequent actions in relation to these computational operations.

Human Interaction:
Requires the ability to apply principles of persuasion and/or influence over others in a supervisory capacity.
Equipment, Machinery, Tools, and

Materials Utilization:

Requires the ability to start, stop, operate and monitor the functioning of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude:
Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude:

Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning:

Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.

Situational Reasoning:

Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

Physical Ability:

Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).

Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements:

Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, depth, texture, and visual cues or signals.

Some tasks require the ability to communicate orally.

Environmental Factors:
Essential functions are regularly performed without exposure to adverse environmental conditions.