Purchasing Manager

City of Milpitas; Milpitas (CA); Hybrid; USD 120,000 - 170,000; Full time

Benefits offered by this job

Hybrid work option

Competitive benefits

Job summary

The City of Milpitas is seeking a Purchasing Manager to lead the centralized purchasing and contract administration for a full-service city. You will oversee citywide procurement activities, including RFPs, RFQs, and contract management, while ensuring compliance with state and federal rules and the Milpitas Municipal Code.

The ideal candidate has extensive public sector purchasing experience, staff supervision, and a track record of developing internal controls and policies.

Qualifications

• Experience in public sector purchasing and contract administration.
• Experience supervising procurement staff and developing policies.
• Knowledge of state and federal procurement regulations.

Responsibilities

• Plans, directs, and oversees Purchasing Division operations.
• Supervises staff, supports career development and succession planning.
• Establishes Citywide purchasing standards, policies, and manuals.
• Handles competitive solicitations per applicable codes.
• Oversees contract administration to ensure compliance.
• Manages insurance requirements for contracting and endorsements.
• Administers Tyler ERP and e-procurement functions.
• Develops procurement training for City departments; advises management and Council.
• Prepares staff reports, resolutions, and Purchasing Division budget.
• Oversees disposition of surplus and obsolete equipment.

Skills

Procurement leadership

Staff supervision

Policy development

Education

Bachelor's degree in business/public administration

Master's degree desirable

Tools

Tyler ERP

e-procurement platform

Job description

Lead public procurement for a full-service city at the north end of Silicon Valley.

The City of Milpitas

Incorporated in 1954, the City of Milpitas is a general law city with a council-manager form of government. Milpitas is a full-service city that includes Police, Fire, and water and sewer utilities. The City Council makes planning and policy decisions for residents and oversees the City's $292.3 million budget. Issues currently challenging the City include development, quality of life, and traffic.

The Department

The Finance Department provides fiscal strategies and operations for the City in accordance with City Council policies and relevant regulations, with a capable staff of 31 FTEs. The Department plans, manages, and directs programs and activities including fiscal policies, budgets, audited financial statements, compliance, transparency reporting, treasury, asset and debt management, procurement, risk management, utility fiscal services, business licenses, and customer service. Milpitas has received the Government Finance Officers Association (GFOA) Distinguished Budget Presentation Award for 23 consecutive years and the Certificate of Achievement for Excellence in Financial Reporting for 30, as well as the California Society of Municipal Finance Officers (CSMFO) Excellence Award for its operating budget.

The Position

Under general direction of the Finance Director or designee, the Purchasing Manager plans, organizes, and directs the centralized purchasing and procurement activities of the City, including the acquisition of materials, supplies, equipment, and services. The Purchasing Manager directs Citywide contract administration, including the execution of agreements, amendments, and change orders; ensures compliance with the Milpitas Municipal Code, the California Public Contract Code, and applicable state and federal procurement regulations; and administers the City's e-procurement platform and the purchasing and contract functions of the Tyler ERP system. This is a management-level classification that exercises full supervisory responsibility over assigned staff. This is a newly established classification. The Purchasing Manager will lead the Purchasing Division and continue to develop its policies, procedures, and systems.

The Ideal Candidate

The ideal candidate will have experience planning, organizing, and directing the centralized purchasing and contract administration activities of a public agency, including developing specifications and conducting Invitations for Bid, Requests for Proposal, Requests for Qualifications, and Requests for Quotation. The ideal candidate will have supervised and developed procurement staff; established Citywide or agencywide purchasing policies, procedures, and internal controls; administered ERP and e-procurement systems and a procurement card program; and prepared staff reports and resolutions for a governing body. The ideal candidate will serve as a resource and trainer for City departments on procurement matters and will identify issues that require review by the City Attorney. A professional certification in public procurement and a Master's degree in a related field are highly desirable.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the Finance Director or designee. Exercises direct and indirect supervision over professional, technical, and clerical staff.

Duties may include, but are not limited to, the following:

• Plans, organizes, and directs the operations of the Purchasing Division of the Finance Department.
• Supervises, trains, evaluates, and develops assigned personnel; supports staff career development and succession planning within the Purchasing Division.
• Establishes, maintains, and disseminates Citywide purchasing standards, policies, procedures, guides, and manuals.
• Conducts and administers competitive solicitations in accordance with the Milpitas Municipal Code, the California Public Contract Code, and the California Uniform Public Construction Cost Accounting Act (CUPCCAA).
• Manages contract administration and oversight of City contracts to ensure compliance with executed terms, conditions, and regulatory requirements.
• Directs the review of insurance requirements for Citywide contracting and ensures that required coverage and endorsements are obtained and maintained.
• Administers the City's e-procurement platform, the purchasing and contract functions of the Tyler ERP system, and the Citywide procurement card (P-Card) program.
• Administers and enforces internal controls, segregation of duties, and ethics safeguards that protect the integrity of the centralized procurement function.
• Develops and conducts procurement training for City departments; advises City management and elected officials on significant or sensitive procurement matters.
• Prepares and presents staff reports and resolutions for City Council; prepares and administers the Purchasing Division budget.
• Oversees the disposition of surplus and obsolete equipment, materials, and supplies.
• Performs related duties as assigned.

EXPERIENCE AND EDUCATION

Experience:

• Five (5) years of increasingly responsible experience in public sector or governmental purchasing and contract administration, including at least two (2) years of supervisory or lead experience.

Education:

• Bachelor's degree from an accredited college or university with major course work in business administration, finance, public administration, or a closely related field. A Master's degree in a related field is highly desirable.
• Substitution: Additional years of work experience may substitute for the education requirement above on a year-for-year basis.

LICENSE AND CERTIFICATES

• Possession and maintenance of a valid California Driver's License and a satisfactory driving record.
• A professional certification in public procurement, such as the Certified Public Procurement Officer (CPPO), the Certified Professional Public Buyer (CPPB), the NIGP Certified Procurement Professional (NIGP-CPP), the Certified Professional in Supply Management (CPSM), the Certified Professional Contracts Manager (CPCM), or an equivalent certification, is highly desirable.

Panel interviews are tentatively scheduled for the week of January 4, 2027 via Zoom.

The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the Supplemental Questionnaire. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews. Meeting the minimum requirements listed in this job description does not guarantee advancement in subsequent phases of the selection process. The examination process, including dates, may be changed as deemed necessary by the Human Resources Department. City communication regarding the selection process will be by email; please ensure you have access to the email address on your application. Target start: late February 2027. Relocation expenses will not be reimbursed for this position.

Appointment is contingent on a satisfactory background check, including Department of Justice fingerprinting and a credit check for this position's responsibility for City contracts and procurement, and on reference checks.

Recruitment contact: Ernest Azevedo, Human Resources, [phone], [e-mail].

HYBRID WORK OPTION

Based on departmental needs, incumbents in this position may be authorized to work remotely up to two (2) days per week.

UNREPRESENTED MANAGEMENT

This is an unrepresented management classification. Salary placement is within the range based on qualifications. Benefits for unrepresented employees are summarized in the Unrepresented Benefits Handbook. https://www.milpitas.gov/282/Employee-Labor-Relations

PHYSICAL REQUIREMENTS AND OTHER REQUIREMENTS

Work is typically performed indoors in a standard office environment; frequent sitting for extended periods; ability to talk and hear in person and by telephone; use of hands and fingers to operate standard office equipment; occasional carrying, bending, squatting, twisting, pushing, and pulling; ability to lift and carry up to 25 pounds occasionally; ability to work occasional nights and/or weekends; and ability to travel to various locations within and outside the City of Milpitas.

CONFLICT OF INTEREST

Incumbents in this position are required to file a Conflict of Interest Statement (Form 700) upon assuming office, annually, and upon leaving office, in accordance with Resolution No. 8833.

DISASTER SERVICE WORKER

In accordance with Government Code Section 3100, all City of Milpitas employees are Disaster Service Workers and may be required to perform assigned duties in the event of an emergency or disaster.

In compliance with the Americans with Disabilities Act, the City of Milpitas will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the Human Resources Department. Applicants who need an accommodation in the application or selection process should contact Human Resources at [phone] or [e-mail] by the final filing date.

The City of Milpitas is an Equal Opportunity Employer. Applicants are considered without regard to race, color, religion, sex, national origin, ancestry, age, disability, marital status, sexual orientation, gender identity, veteran status, or any other basis protected by law.

Agency: City of Milpitas, 455 E. Calaveras Blvd., Milpitas, California 95035 | 408-586-3090 | www.milpitas.gov