The Consolidated Utility District of Rutherford County is hiring for the position of Purchasing Manager.
Under general supervision, independently performs routine purchasing and procurement responsibilities for a variety of materials, supplies, services, and equipment in accordance with District standards and policies and all applicable legal requirements; considers costs, quality, reliability of source and urgency of need; negotiates for specific commodities and services; analyzes quotes received and processes purchase orders and performs related duties as assigned.
The Purchasing Manager performs a variety of complex purchasing transactions for a wide range of materials, supplies, services, and equipment for District departments in compliance with established regulations, policies, and standards. Assigned work requires general knowledge of the functions applicable to an area of assignment and the ability to solve routine to moderately difficult problems. This position reports directly to the Comptroller or his designee.
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
- Direct and coordinate activities of employees or departments concerned with purchasing [Warehouse, Facility, Security, Fuel Station, Fleet].
- Receives, reviews, and evaluates purchase requisitions and purchase orders for the procurement of supplies, equipment, materials, and services; ensures information is complete, accurate, funding is available and order parameters are clear and understood.
- Confers with managers, supervisors, and staff to obtain required information and resolve questions regarding purchase requirements; works with managers to develop clear, concise, comprehensive, and accurate product and service descriptions for inclusion in specifications, scope of work statements, purchase orders and contracts/agreements for services.
- Ensures competitive solicitation is performed when applicable to secure the best value for the District; verifies compliance with pertinent laws, regulations, codes, District policies, standards and purchasing thresholds.
- Verifies all contracts are budgeted and Board approved; makes budget adjustments when necessary.
- Monitors operations to ensure end user needs for purchased items are met in a highly responsive, quality and cost effective manner; collaborates with departments to ensure purchasing processes provide for an uninterrupted supply of inventory equipment, materials, supplies and services; tracks single source purchases, ensuring District policies are followed.
- Assists end users with obtaining required insurance information from vendors when services are to be performed on District property; maintains vendor certifications of insurance.
- Develops a variety of technical specifications; assists in the preparation of Requests for Qualifications/Proposals for outside services, ensuring that all applicable legal and contractual provisions are included to safeguard the District’s interests; evaluates bids, performing price/cost analyses and assessing terms, including discounts, delivery conditions and the quality and suitability of supplies, materials, and equipment; may recommend the award of bids to appropriate vendors.
- Solicits and recommends for award contracts for blanket purchase agreements; administers blanket purchase orders; coordinates the creation of change orders to agreements.
- Serves as a liaison for the purchasing department with other departments, District personnel, customers, vendors, and outside agencies; negotiates and resolves sensitive and controversial issues such as shipping and invoice discrepancies and level of service issues, or noncompliance with purchasing policies, practices, and procedures.
- Monitors vendor delivery dates, identifies past due dates, and contacts vendors to develop a course of action to expedite orders; interprets and explains applicable laws, regulations, codes, and policies, and promptly responds to requests for emergency orders.
- Trains staff on the District’s purchasing practices including online systems, policies, and practices.
- Ensures that vendors meet District needs; establishes, develops, and maintains positive vendor relationships; research, assesses, interviews, and identifies existing and new vendors to select for products and services; educates vendors regarding purchasing policies and procedures; obtains accurate and complete price and delivery information, product literature and samples from suppliers.
- Establishes, organizes, and maintains applicable purchasing and vendor related records, files, lists, forms, and other documentation.
- Helps prepare and review departmental budgets and monitor expenditures; assists with the District’s annual operations and construction budget and job cost reporting.
- Performs fiscal year end close duties, closing and rolling forward the purchasing module to the new fiscal year.
- Prepares detailed accounting, statistical and narrative financial reports; writes, compiles, develops, edits, revises and produces correspondence and other materials; inputs accurate and complete information into computer database.
- Negotiate long-term contracts.
- Responsible for purchasing office supplies, furniture and accessories as needed for staff; orders stock and nonstock items; maintains records.
- Attends and participates in professional group meetings; stays abreast of new trends and innovations in the fields of purchasing and procurement.
- Prepares and updates Districtwide purchasing policies and procedures according to updated in law, state regulation, grantors etc. as necessary.
- Collect Form W9’s from new vendors; stay abreast of federal and state laws and regulations that pertain to independent contractors.
- Develop and help maintain the Districts project code ledger policies and procedures. Ensure the District complies with the policies and procedures, state law and GAAP when establishing new project codes.
- Recommend disposal of surplus District equipment, supplies, materials, and furniture, maintain District records for all items disposed of or sold; coordinate the District’s sale of surplus assets following state requirements.
- Maintain and safeguard District credit cards and ensure adherence to District policies and procedures.
- Perform related duties and responsibilities as assigned.
JOB SPECIFICATIONS: specialized, technical, or practical knowledge, skills, experience or abilities needed to perform the job. (degrees, certificates, licenses, or other bona fide job qualifications.)
A. GENERAL REQUIREMENTS:
- Must meet residential policy requirements of a 25-mile radius and maintain that status as a condition of continued employment.
- Valid Tennessee Driver’s License and the ability to maintain insurability.
B. EDUCATION AND EXPERIENCE REQUIRED:
- Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
- Equivalent to graduation from an accredited four year college or university with a bachelor’s degree in public administration, business administration, finance, or a closely related field;
- Minimum of five (5) years of progressively responsible professional purchasing experience, preferably in a government agency or utility, at least three (3) of which include working in a management / supervisory capacity.
- Professional designation, such as Certified Professional in Supply Management (CPSM), Certified Public Procurement Officer (CPPO), Certified Professional Public Buyer (CPPB), desired.
- Principles, practices, methods, and techniques of public agency purchasing, including specification development and competitive bidding procedures and contract negotiation. District and state laws, regulations, policies, and procedures governing District purchasing activities, including knowledge of the Uniform Commercial Code (UCC).
- District and state laws, regulations, policies, and procedures governing District purchasing activities, including knowledge of the Uniform Commercial Code (UCC).
- Sources and types of equipment, products, commodities, and services used by a water utility district.
- Uses and operations of automated purchasing and inventory control systems.
- Principles and practices of sound business communication; correct English usage, including spelling, grammar, and punctuation.
- Safety policies and safe work practices applicable to the work.
- Uses and operations of computers, standard business software and specialized database and spreadsheet applications.
- Audit requirements associated with the oversight of purchasing and contracting, including internal controls and segregation of duties as they related to purchasing.
- Internal control and audit principles and practices.
To view the full Purchasing Manager job description and to apply, visit https://www.cudrc.com/careers/.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions Consolidated Utility District of Rutherford County is an equal opportunity employer.
Post expires at 12:00am on Tuesday June 22nd, 2021