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Job Description

PROCUREMENT SUPERVISOR

JOB CODE 04320

Effective Date:	08/92A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to supervise the procurement of a wide variety of goods, equipment, and services by a decentralized purchasing section in support of a specific department(s). Incumbents are responsible for specialized buying functions and undertake special projects which require extensive knowledge of public procurement theory and practice. Direct supervision is exercised over Buyers and Senior Buyers. Procurement Supervisors work under the general supervision of a Deputy Finance Director.

ESSENTIAL FUNCTIONS:

• Supervises, evaluates and directs the procurement activity of professional and technical personnel;
• Writes and evaluates specifications and invitations to bid;
• Prepares purchase orders through a computerized system and places orders for the purchase of goods and services;
• Interviews vendors and evaluates their products and capabilities as suppliers;
• Conducts research, evaluates findings, and makes decisions on procurement matters;
• Resolves inquiries and complaints from the public;
• Reviews bid protests and prepares oral or written recommendations;
• Acts as a liaison between City departments and vendors;
• Writes Requests for Council Action;
• Interprets contract provisions;
• Reviews contracts to evaluate overall revisions, price, and past performance of each contract prior to bid or renewal;
• Approves price increases provided for in contracts and makes changes as necessary and appropriate;
• Obtains price quotes from vendors and compares quotes with the specifications and availability of items;
• Organizes, updates and retains product information files and purchase order records;
• Develops and updates policies and procedures for the decentralized contract administration program;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Required Knowledge, Skills and Abilities:

Knowledge of:

• Assigned commodities and services including sources of supply, commodity markets, price trends, grades, and qualities.
• Common business practices relating to the purchase, pricing, terms, shipment, taxes, and payment for commodities and services.
• Uniform Commercial Code.
• Technical writing principles.
• Contract administration principles.
• Supervisory principles and practices.
• Large scale purchasing methods and procedures.

Ability to:

• Perform a broad range of supervisory responsibilities over others.
• Communicate orally in the English language with other City employees and the public in face-to-face one-to-one settings or using a telephone.
• Enter data or information into a terminal, PC or other keyboard device to prepare purchase orders.
• Work cooperatively with other City employees and the public.
• Make arithmetical computations (multiplication, division, percentage calculations, addition, and subtraction).
• Obtain appropriate commodities in a timely manner.
• Produce written documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar.
• Comprehend and make inferences from material written in the English language such as laws, rules, ordinances, regulations, and procedures governing public procurement.
• Work safely without presenting a direct threat to self or others.
• Express ideas clearly while making oral presentations.

Additional Requirements:

• Some positions will require the performance of other essential and marginal functions depending upon work location, assignment, or shift.

ACCEPTABLE EXPERIENCE AND TRAINING:
Four years of experience as a buyer involved in the procurement of a variety of supplies, materials, and equipment, including two years of experience in contract administration and contract writing and one year of supervisory experience, and a bachelor's degree in public or business administration, purchasing, engineering, science, or a related field. Other combinations of experience and education that meet the minimum requirements may be substituted.