Budget And Purchasing Manager

The Budget and Purchasing Manager is a professional position that performs various tasks requiring special attention to detail and figures. Primary responsibilities include preparation and management of the City's budget processes, review and oversight of the City's purchasing processes, coordinating purchasing processes for major citywide contracts, and administration of the City's risk management with the Legal Department.

The position involves frequent internal and external contacts that require considerable public relations skill in handling. The salary range for this full-time exempt position begins at $73,000 annually (DOQ).

Position Responsibilities

Budgeting/Capital Projects. Serves as a member of the City's Budget Team.

Manages the development and preparation of the City's annual operating and capital budgets. Implements procedures to monitor department expenditures. Manages capital projects in the City's financial system and coordinates with project managers throughout the City to account for long term projects and assist managers with budget and funding issues.

Maintains project budgets in the City's financial system and updates as necessary for council action on project changes. Manages the formulation and creation of the City's digital budget book. Files state required budget files and submits final budget for GFOA award.

Financial Analysis and Forecasting. Prepares forecasts or models at the direction of the Finance Director in the development of future revenue and expenditure estimates. Prepares and interprets financial operating results and statistical reports, recognizing and reporting trends to the Finance Director as appropriate.

Investment of City Funds. Assists the Finance Director in managing City investments, ensuring prudent investment of idle cash while maintaining adequate cash availability to meet current obligations and debt service in conformance with applicable State law and adopted City policy.

Supplemental Pension Program. Attends regular meetings with the Supplemental Pension Board of Trustees. Coordinates and prepares the minutes and maintains records of the Board of Trustees activities.

Compliance. Develops, maintains, and ensures compliance with the City's financial policies, procedures, and Generally Accepted Accounting Principles (GAAP). Monitors and audits purchases to ensure compliance.

Reviews and advises other City departments on accounting policies and procedures. Reviews, reports, and proposes changes in existing methods to Finance Director as needed.

Purchasing Activities. Manages the City's purchasing process and the City's Purchasing Card Program Duties include but are not limited to:

• Manage the Purchasing Card Program, including new card issues, training, changes in strategy and temporary card limit increases, and working with the banking partners to manage the program.

• Prepare Requests for Proposals (RFPs) or Requests for Qualifications (RFQs) for centralized services and supplies. Oversees contracts and agreements for such services. Assist Departments as necessary to develop RFPs or RFQs for special or unordinary purchases or procurement processes.

• Manage contracts and agreements for centralized services.

• Review requisitions in financial system as Department representative to ensure the request meets established policy and procedures.

• Coordinates with departments the posting of and processing the disposition of surplus property through online bidding sites and other venues, as applicable.

Supervisory. Performs managerial duties and supervises the Budget & Purchasing Specialist.

May assume the responsibilities of the Finance Director as needed in their absence. Acts as a backup for payroll, accounts receivable, accounts payable or any other general duty of the Finance Department as needed.

Economic Development. Maintains special assessments, Industrial Revenue Bonds (IRBs), Kansas Neighborhood Revitalization Act (KNRA), special taxing districts (CID, TIF, TDD), and all other related records. Assist the Finance Director with economic development activities and reporting.

Risk Management. Assists the Legal Department in the administration of the City's insurance program. Serves as the Department's reviewer of claims payments.

Capital Assets and Inventory. Responsible for maintaining Capital Assets with the assistance of other assigned department staff, as well as coordinating the reporting of major inventory and non-capital lease agreements.

Records Management. Supports the Finance Director in updating, tracking and reporting of capital projects. Maintains fixed asset records and risk management files as necessary.

Report Preparation. Responsible for coordinating and preparation of the annual budget and all formal budget documents.

Works with finance department staff to develop and prepare reports on the City's financial condition, budget status, and other required financial reporting activities. Edits and coordinates internal distribution or public posting of all Department reports as necessary. Assists with preparation of Annual Comprehensive Financial Report (ACFR). Prepares cash, revenue, expenditure, and debt reports, including statutorily required quarterly treasurer's report. Develops budgetary and other financial reports as needed (i.e. for operational cost studies, grant applications). Supplies data for federal census surveys and other governmental surveys as needed.

Other Duties. Performs other related duties as requested or assigned

Minimum Qualifications

• Bachelor's degree from an accredited college or university in business, accounting, public administration or a related field.

• Four (4) years experience in accounting, financial, municipal or business work environment.

Any combination of education and experience that provides the knowledge, skills and abilities to successfully perform the responsibilities identified in this job posting may also be considered.

Work Schedule

This position generally works regular office hours Monday through Friday, eight hour days. The position may also require attendance at night meetings and attendance at overnight seminars and conferences.

Additional Statements

The above statements are intended to describe the general nature and level of the work performed by employees assigned to this position. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications.

The City of Shawnee reserves the right to amend and change responsibilities of job descriptions to meet business and organizational needs as necessary. The job description is not a contract or guarantee of employment.

The City of Shawnee complies with federal and state equal opportunity laws. It is the City's policy to provide an equal employment opportunity for all qualified employees and applicants for employment without regard to ancestry, race, color, religion, sex, sexual orientation, gender identity, pregnancy, age, national origin, disability, socioeconomic status, genetic information, citizenship, veteran status or familial status, or any other basis protected by state or federal law, in regard to hire, training, promotion, transfer, layoff, dismissal, discipline and other conditions of employment. If reasonable accommodation is necessary to apply or further information if needed, please contact Human Resources at (913) 742-6253.