Assistant Purchasing Manager

City of Pensacola Government; Pensacola (FL); On-site; USD 63,000 - 74,000; Full time

Job summary

City of Pensacola Government seeks an Assistant Purchasing Manager to assist the Purchasing Manager with planning, procurement, control, and distribution to meet city objectives. The role also oversees SBE and Veterans Preference programs and requires judgment under supervision.

Responsibilities include vendor outreach, bid administration, online platform maintenance (Demandstar, Central Bidding), processing submittals, and training staff on procurement processes and software tools.

Qualifications

• Bachelor’s degree in a related field.
• Three (3) years of relevant experience.
• Or an equivalent combination of education and experience.
• Possession of an appropriate driver’s license for equipment operated and any license, training, or certification required by law or regulation to complete assigned tasks.

Responsibilities

• Meet with interested vendors, send vendor applications, and enter vendor information into company’s database.
• Conducts research on vendors, contracts, and relevant regulations.
• Monitors governmental websites for ordinances, legislative text, and other pertinent documents.
• Manages City and project distribution websites, including document uploading and issuing formal solicitations on designated websites and platforms
• Maintains the Purchasing page, calendar, and listings on third-party platforms like Demandstar and Central Bidding.
• Receives and processes submittals, ensuring completeness and accuracy.
• Prepares tabulation sheets and communicate with departments regarding awards.
• Trains employees on various procurement processes, including formal solicitations and database management.
• Approve requisitions and provide guidance on entering requisitions, utilizing software tools, and accessing relevant documents.
• Organizes events such as the Reverse Trade Show and Supplier Development Exchange.
• Performs other related duties as assigned.

Skills

Vendor relations

Research

Communication (oral & written)

Judgment & decision making

Education

Bachelor's degree in related field

3 years of relevant experience

Tools

Demandstar

Central Bidding

Job description

Recruitment Range: $63,329.04 - $73,993.50 annually, depending on knowledge and experience.
***The position is open to City of Pensacola employees only***

QUALIFICATIONS
Education and Experience:

• Bachelor’s degree in a related field.
• Three (3) years of relevant experience.
• Or an equivalent combination of education and experience.

Licenses or Certifications:

• Possession of an appropriate driver’s license for equipment operated and any license, training, or certification required by law or regulation to complete assigned tasks.

Special Requirements:

• None.

JOB SUMMARY
The Assistant Purchasing Manager performs responsible administrative, professional and professional work assisting the Purchasing Manager in the operations of the Purchasing. This position is responsible for assisting with the materials management function relating to the planning, procurement, control, and distribution, to meet City objectives and guidelines, as well as managing procurement related programs such as the Small Business Enterprise (SBE) and Veterans Preference programs. Work is performed under the general direction of the Purchasing Manager, but uses considerable independent judgment and initiative in carrying out assignments to a successful conclusion.

ESSENTIAL JOB FUNCTIONS

• Meet with interested vendors, send vendor applications, and enter vendor information into company’s database.
• Conducts research on vendors, contracts, and relevant regulations.
• Monitors governmental websites for ordinances, legislative text, and other pertinent documents.
• Manages City and project distribution websites, including document uploading and issuing formal solicitations on designated websites and platforms
• Maintains the Purchasing page, calendar, and listings on third-party platforms like Demandstar and Central Bidding.
• Receives and processes submittals, ensuring completeness and accuracy.
• Prepares tabulation sheets and communicate with departments regarding awards.
• Trains employees on various procurement processes, including formal solicitations and database management.
• Approve requisitions and provide guidance on entering requisitions, utilizing software tools, and accessing relevant documents.
• Organizes events such as the Reverse Trade Show and Supplier Development Exchange.
• Performs other related duties as assigned.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of pertinent theory, methods, procedures, and skills.
• Knowledge of Federal, State, and local laws and ordinances governing the activities of the department.
• Knowledge of departmental rules and regulations.
• Knowledge of city rules and regulations, policies, and procedures.
• Knowledge of the various grades and qualities of equipment and supplies being purchased, the source of supply and current price trends.
• Knowledge of accounting practices and procedure, especially as they relate to government purchasing.
• Ability to prepare clear and concise report.
• Ability to speak and write effectively.
• Ability to exercise good judgment and make decisions.
• Ability to establish and maintain effective working relationships with associates and the general public.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to use hands and fingers to hold or feel, reach with hands and arms, walk, talk and hear. The employee is occasionally required to stand, sit, climb, balance, stoop, and crouch. Specific vision abilities include close, distance, color, and peripheral vision, and depth perception.

WORK ENVIRONMENT
The noise level in the work environment is usually moderate. Some jobs may require an employee to be exposed to outside weather conditions, wet and/or humid conditions.

The City of Pensacola has the right to revise this job description at any time. This description does not represent in any way a contract of employment.

The City of Pensacola provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, ancestry, national origin, citizenship, sex or gender (including pregnancy, childbirth, and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, religion, age, disability, genetic information, service in the military, or any other characteristic protected by applicable federal, state, or local laws and ordinances. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.