Purchasing Manager

Tavares, City of (FL); Florida; On-site; USD 55,000 - 85,000; Full time

Job summary

The City of Tavares is seeking an experienced Purchasing Manager to lead centralized purchasing, contract coordination, and bid administration. You will review requisitions, obtain vendor quotes, and prepare bid specifications to ensure compliant, cost-effective procurements for municipal needs.

Responsibilities include coordinating specifications, issuing bids, maintaining bid records for audits, and managing city-wide purchasing policies.

Qualifications

• Knowledge of formal bid tabulations and award recommendations.
• Familiarity with municipal purchasing processes and suppliers.
• Ability to manage records, deadlines, and audits.

Responsibilities

• Review requisitions to determine bid or purchase requirements.
• Obtain price quotations from vendors and coordinate specs.
• Issue Invitations to Bid, RFPs or formal quotes for major purchases.
• Administer fuel purchasing via the State of Florida WEX System.
• Prepare bid specifications and publish advertisements for bids.
• Process purchase orders and distribute to departments and vendors.

Skills

Bid tabulations

Municipal purchasing knowledge

Record keeping

Deadlines

Auditor liaison

Written & oral reports

IT literacy

Education

Bachelor’s degree in business administration

Tools

CentralSquare Purchasing Software

WEX fuel system

DemandStar

Windows-based applications

Job description

Under the direct supervision of the Finance Director, performs administrative duties regarding the development and implementation of policies and procedures for and the delivery of centralized purchasing services and contract coordination.

ESSENTIAL JOB FUNCTIONS:

1. Reviews purchase requisitions to determine the purchase or bid requirement based on the appropriate cost of items requested.
2. Ensures purchase requisitions meet the City Purchasing Policy requirements.
3. Contacts potential vendors to obtain price quotations on items to be purchased.
4. Coordinates purchasing specifications for goods and services with internal and external parties.
5. Issues Invitations to Bid, Request for Proposals, or Formal Quotes for major purchases as required by state or local law.
6. Maintains quotes and all bid submittals for audit compliance.
7. Prepares or directs preparation of bid specifications for items to be purchased by competitive bids.
8. Oversees general bid specification requirements for construction projects.
9. Oversees and implements CCNA requirements for applicable bids.
10. Administers and maintains city-wide fuel purchasing through the State of Florida WEX System.
11. Administers and maintains city-wide Amazon Account.
12. Administers and maintains city-wide accounts for Home Depot, Office Depot, and Lowes.
13. Obtains and reviews price quotations and informal bids to determine the successful bidder based on cost and conformance with the specifications and City policy.
14. Reviews formal bids, coordinates selection committees, and prepares recommendations.
15. Prepares Advertisements for Bids, and coordinates with Administrative Coordinator for Finance Director approval and publishing in the Orlando Sentinel.
16. Utilizes and uploads all bids to DemandStar for formal bids and ensures same for the City Website.
17. Facilitates contract negotiation, coordinates contract activities with all required parties, and monitors contract compliance.
18. Maintains confidential W-9 Files for all vendors.
19. Prepares and processes sale and/or disposal of surplus equipment and supplies, including selecting an auctioneer, setting a sale date, (within City code requirements) and publishes required legal advertisements. Reviews proposed sale of surplus items to ensure the proposed price reflects a fair market price.
20. Provides information to other City departments regarding purchasing procedures, development of bid specifications, purchasing laws, ordinances and approximate cost of items requested.
21. Develops and presents recommendations for the purchase of large ticket items.
22. Determines the type of materials or services to be excluded from regular purchasing processes due to emergency situations, sole sources conditions, or special exemptions based on the specific needs of City departments.
23. Manages the City Warehouse, ensuring staff maintains accurate commodities in stock, ensuring internal controls are maintained, ensures accurate reporting of warehouse materials issued, and warehouse operations.
24. Assists with the management of Credit Card use and policy.
25. Oversees and ensures compliance for Owner Direct Purchases in Construction Contracts.
26. Determines whether a Field Purchase Order is appropriate for a specific purchase.
27. Issues all Purchase Orders, and distributes approved Purchase Orders to the requisitioning department, and to the vendor.
28. Writes and prepares queries from the Purchasing System for public record requests, audit compliance, and economies of scale initiative reviews.
29. Provides DMS Support for the CentralSquare system, and related upgrades (Barcode System, FPO System)
30. Must be available to work in the event of a disaster to assist with recovery response efforts.

(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related marginal duties as required.)

MINIMUM QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of methods and procedures concerning preparation of formal bid tabulations and recommendations for award.
• Knowledge of the grades, quantities, supply sources and marketing conditions of commodities frequently used in municipal operations.
• Ability to maintain detail records and perform a variety of related tasks.
• Ability to work within deadlines.
• Ability to work with external auditors.
• Ability to prepare written and oral reports concerning purchasing practices in the city.
• General knowledge of shipping and receiving regulations and procedures.
• Must be computer literate and completely familiar with Internet computer software programs and Window based applications.
• Knowledge of IT functions and PC coordination
• Sufficient physical strength and agility to lift, move and carry objects of light, medium and heavy weights.
• Ability to manage employees assigned to the Purchasing Manager

LICENSES, CERTIFICATIONS OR REGISTRATIONS:

• Valid Florida driver’s license
• Certification as CPPO (Certified Public Purchasing Officer) by NIGP (National Institute of Government Purchasing) preferred.

EDUCATION AND EXPERIENCE:

• Bachelor’s degree in business administration or related field.
• Two to three (2-3) years of experience in buying and contract administration, preferably in a governmental environment.
• Central Square Purchasing Software experience preferred.

(A comparable amount of training, education or experience can be substituted for the minimum qualifications.)

ESSENTIAL PHYSICAL SKILLS:

• Light to heavy (45 pounds and over) lifting and carrying.
• Reaching, pulling, pushing, walking, standing, bending, stooping

ENVIRONMENTAL CONDITIONS:

• Works primarily inside an office environment.

(Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.)