Under the general direction of the Director of Administrative Services, interprets and applies established general purchasing rules and regulations to perform purchasing management work involving the supervision and participation in the procurement of diverse materials, supplies, equipment and services; coordinating insurance requirements related to vendors and contracts and coordinating the disposition of obsolete or surplus materials for the Town at the most favorable cost and terms consistent with standards of quality and delivery date requirements.
1. Advises departments on market trends and legislation as applicable and participates in strategic planning discussions that involve the Town’s procurement processes, with a goal of continuous development and improvement of purchasing activities. Serves as a resource to the Town Manager on all procurement matters.
2. Prepares specifications, invitations to bid (ITB), request for proposals (RFPs), and requests for quotations (RFQs) for equipment, materials, supplies, commodities and services; consults with departments on short and long range purchasing goals to determine needs, quality standards, time requirements, and to facilitate purchasing activities on behalf of the Town and as applicable, Board of Education. Reviews and approves specifications prepared by others.
3. Determines methods of procurement and schedules purchases. Recommends and establishes contract terms and specifications for solicitations, including, prevailing wage, insurance, bonding and set aside requirements; consults with engineers, architects and other professionals on the technical aspects of solicitations; consults with Town Attorney on contract language and legal issues pertaining to vendor solicitations and procurement law. Consults with Insurance Agent on coverage requirements and risk related to procurement activities.
4. Manages the contract development process for projects and services required by the Town; including preparation, award and distribution of contracts related to procurement activities and any subsequent amendments.
5. Oversees all purchases for Town departments, ensuring purchasing procedures are followed in compliance with local ordinances, state and federal regulations and the Town’s purchasing policies. Maintains purchasing policies and systems used by purchasing, including the administration of the Town’s bank procurement card system.
6. Represents Town in meetings or on committees/associations pertaining to purchasing trends and legislation. Coordinates purchasing activities with other agencies when applicable to effect economies of scale. Participates on Town committees related to sustainability procurement initiatives.
7. Maintains vendor relations for key sources of service and supply; meets with and interviews vendors as applicable.
8. Officiates at public bid openings. Oversees tabulation of public bids. Maintains related documents in accordance with records retention requirements and responds to related Freedom of Information requests.
9. Maintains Certificates of Origin, Titles and Asset Tags for fleet vehicles purchased in collaboration with the Physical Services Operations Manager. Coordinates and prepares reassignment documents upon disposition of fleet assets.
a. Energy purchases for the Town and the Board of Education, including electricity, heating oil and vehicle fuels. Investigates and recommends regular and alternate sources of supply; participates in vendor selection.
b. Leasing of Town-owned residential properties and lease renewals, excluding affordable housing.
c. The disposition of surplus Town property by on-line auction and/or annual Town Tag Sale.
11. Recommends Purchasing operating budget and manages expenditures for same.
12. Supervises the daily activities of assigned staff; provides performance feedback both formally and informally. Ensures a respectful and safe work environment for all by fostering a culture of mutual respect, accountability for ethical behavior and positive leadership, aligning policies, procedures and training with such values. Sets high professional and customer service standards for staff and ensures accountability with those standards.
1. Assists in employee selection.
2. Performs other duties as required.
• Maintains confidentiality of records and information, as appropriate
• Observes safe work practices
• Represents the Town in a professional and courteous manner at all times
• Regularly attends and is punctual to work
• Knowledge of
o public purchasing principles, practices and procedures including the legal requirements of governmental purchasing
o computerized procurement software programs, spreadsheets and word processing
o goods, services, materials and supplies used by local government
• Skills in
o authoring competitive solicitations
o bid analysis
o organizing, prioritizing
o problem solving to resolve complex issues/situations
o verbal and written communication, including effective communication at all levels of the organization, vendors and the general public
• Ability to
o understand contracts
o maintain effective working relationships
o administer policies and procedures with firmness and tact
• Ability to
o sit for prolonged periods of time
o see objects closely as in reading
o perform manipulative skills which require hand-eye coordination such as keyboarding
o push/pull/lift light items such as papers, books, or files, up to twenty (20) pounds, occasionally
o attend to detail and concentrate for forty-five (45) minutes or more with frequent interruptions, remember multiple tasks given to self and others over long periods of time, and understand theories behind several related concepts
MINIMUM TRAINING AND EXPERIENCE:
• Bachelor’s Degree in Business Administration, Public Administration or related field, and five (5) years of progressively responsible purchasing experience, Experience in public sector purchasing desirable. An equivalent combination of education and qualifying experience deemed sufficient to perform the function of the position will be considered.
• Two (2) years of supervisory experience
• Experience in word processing, spreadsheets and project management helpful.
• Experience in the procurement of school construction, desirable,
• Experience with procurement card program knowledge and administration, desirable
LICENSE OR CERTIFICATION:
• Professional certification in public or private purchasing, desirable
NOTE: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task and responsibility. Incumbent must be able to perform essential duties with or without reasonable accommodation.