Procurement & Payables Supervisor

The City of Idaho Falls is currently recruiting for a Procurement & Payable Supervisor.  In this position you will develop, plan, manage and oversee the procurement and accounts payable activities of the City.

The position has direct oversight of the City's procurements for the purchase of a wide range of services, goods, equipment, construction, and professional services. Responsibilities include coordinating operations with all City departments to meet procurement and payables objectives and needs and supervising assigned staff.

This position is expected to function with considerable independence and is expected to exercise independent judgment within the framework of existing accounting policies and procedures to ensure work quality and accuracy and oversee the maintenance of appropriate accounting records.

SUPERVISION RECEIVED

Works under the supervision of the Finance Division, Finance Manager, or Designee.

SUPERVISION EXERCISED

This position is a direct supervisory position and is expected to have general and specialized supervisory skills, including the ability to manage multiple employees with various functions, evaluate and coach performance, and to delegate, train, and manage work of assigned staff.

Develops, plans, evaluates, manages and oversees procurement and accounts payable activities of City departments and staff. Researches, recommends, and implements improvements in procurement and accounts payable policies and procedures.

Works closely with the Procurement and Accounts Payable staff, department buyers and management to conduct research, advise, assist, and train in procurement and accounts payable policies and procedures to ensure procurement and accounts payable activities are conducted in a consistent manner and in compliance with applicable federal, state, and local laws, regulations and policies. Coordinates and ensures a timely year-end close of procurement purchase orders, contracts, and accounts payable processes.

Manages, maintains, and administers the City's Purchasing Card (PCard) Program, including addition and removal of users, card and transaction limits, online access, merchant codes, and applicable policies and procedures.

Reviews City procurement and accounts payable activities including, but not limited to, contracts, purchase orders, invoices, and check/EFT runs. Evaluates validity and ensures supporting documentation on-file; verifies account numbers and approvals.

Manages Procurement and Accounts Payable staff work to ensure department purchasing, receiving, and payable requests are compliant with federal, state, and local procurements laws, manuals and policies, and Council or administration directives.

Manages and reviews, in coordination with requesting departments, formal and informal bid, quote, and proposal processes. Prepares and assists departments and staff with preparation of procurement documents for a wide range of goods and services. Assists departments in determining and developing procurement approach, bidding requirements, selection criteria, and scope of work or technical specifications.

Manages the preparation or participates in the preparation of routine to complex requests for proposal, requests for qualifications, and bid packages for construction and professional services and equipment purchases. Provides technical expertise in developing specifications and bid requirements. Conducts and coordinates bid processes including development of bidder lists, advertising of bid openings, identifying qualified bidders, evaluating proposals and making recommendations on vendor selection, and performing other related activities.

Works collaboratively with all City departments to drafts contracts, contract amendments, and change orders in accordance with City policies. Ensures documents are properly executed.

Coordinates with City Attorney's office to ensure appropriate terms and conditions and other legal clauses for individual contracts. Ensures contracts adhere to applicable approval processes. Assists departments in administration of contracts and resolving contractor vendor issues, including contractor non-performance.

Manages Accounts Payable staff and processes to ensure invoices are paid and vendor statements are reviewed and reconciled in a timely and efficient manner.

Manages the preparation, review, and processing of year-end tax documentation including 1099 statements; prepares related reports for dissemination to applicable federal agencies.

Manages and maintains vendor database and business relationships with vendors. Responds to and resolves vendor questions and issues.

Develops processes, implements new functionality, and maintains the integrity of the City's electronic procurement system and vendor database, reviews and verifies coding, descriptions and other data entered to ensure accuracy and completeness of data and efficient delivery of services. Provides training and support to departments on use of the City's electronic procurement system.

Reviews history and monitors activity to determine opportunities for more economical purchasing or compliance concerns. Assists departments with various needs including advice on vendor relationships, product research and training.

Maintains contacts with vendors to keep current on costs, products and changes in the market. Negotiates with vendors to obtain the best prices. Evaluates vendor performance.

Develops and maintains procurement and accounts payable document templates and forms and training resources available for use by City staff.

Maintains and updates detailed financial records of procurement, construction, and other project files to support compliance with purchasing regulations and bid processes. Ensures all necessary documentation is filed in an organized manner and in compliance with retention requirements.

Prepares and presents management reports on procurement data and issues and identifies trends and practices in procurement. Keeps supervisor informed on a proactive basis regarding procurement issues and trends.

Assigns, prioritizes, and directs work of assigned staff. Monitors work, evaluate performance, disciplining as necessary, and addressing employee concerns.

Provide team members with regular feedback on performance, including informal and formal feedback, annual performance reviews, assisting with professional development, and making recommendations for employee separations, promotions, or special assignments. Encourages employee development and growth. Participate in the recruitment of new employees, including interviewing new candidates, making separation and hiring recommendations and/or decisions and compensation recommendations.

Provides adequate backup of purchasing and accounts payable positions due to normal absences; cross training will be required.

Complies with safety requirements of the position and actively promotes safe work practices.

In an emergency event or an officially declared State of Emergency, responds as directed to ensure the restoration of essential public services, facilities and infrastructure.

Performs other related duties as required.

Education and Experience:

A.      Graduation from college with a Bachelor's Degree in Accounting, Finance, or related field;

AND

B.      Five (5) years of verifiable procurement work experience;

AND

C.      Two (2) years of verifiable supervisory experience including working with the public, computerized accounting systems, and interpretation of legal standards;

OR

D.      An equivalent combination of education, experience, and training which demonstrates the ability to perform the above described duties.

2.    Desirable Requirements:

For desirable requirements to be considered, one must have met the mandatory requirements noted above:

• Graduation from college with a Master's degree in Accounting, Business, Finance, or related field;

• Five (5) years recent (within past ten (10) years) verifiable work experience in governmental procurement, accounting, or audit. Additional preference for two (2) years recent verifiable Idaho governmental procurement experience.

• Desirable certifications in Certified Public Purchasing Officer (CPPO), Certified Professional Public Buyer (CPPB), or Certified Purchasing Manager (CPM)

3.     Knowledge, Skills, and Abilities:

Knowledge of various governmental procurement and accounts payable processes and procedures; principles common to effective and efficient procurement activities, competitive bidding requirements, formal and informal quotes; cost analysis procedures; personal computer operation and applicable software utilized in data base management activities; Idaho State Statutes relevant to purchasing procedures; general office maintenance and practices; computer accounting applications and various software   programs (Microsoft Word, Excel);   business and technical writing, including writing a variety of equipment specifications; operation of standard office equipment; interpersonal communication skills and telephone etiquette; public relations.

Some knowledge of generally accepted accounting principles (GAAP) established by AICPA and/or GASB; professional accounting standards and ethics; internal control principles and methods of application.

Skill in the art of diplomacy, negotiation, and creative problem solving.

Ability to interpret, analyze, apply and explain applicable federal, state, and local laws, codes, regulations, policies,  procedures, and practices of procurement, purchasing, negotiation, contract administration and maintenance, and accounts payable; analyze complex issues, utilize critical thinking, evaluate alternatives, and reach logical conclusions; develop specifications for purchasing various products or services; ability to analyze proposals and determine if specifications are met; ability to coordinate activities with representatives from various Departments; ability to assign and evaluate work; utilize various computer programs to produce or compose formal documents, reports and records; exercise initiative and respond resourcefully under varying conditions; deal effectively with controversial issues ability to research and resolve purchasing and bidding problems; communicate effectively verbally and in writing;  establish and maintain effective working relationships with administrators, vendors, co-workers; departments; supervisors; and the general public; communicate effectively both orally and in writing; work under pressure of strict timelines; demonstrate a high attention to detail; manage a high volume of tasks at one time, including organizing and prioritizing own work and the work of others; prepare and deliver written presentations; ability.

3.     Special Qualifications:

Must possess a valid Idaho Driver's license.

Incumbent of the position performs in a typical office setting with appropriate climate controls.  Tasks require a variety of physical activities, involving minimal muscular strain, related to walking, standing, stooping, sitting, reaching and light lifting.

 Essential functions require talking, hearing, and seeing.  Common eye, hand, finger dexterity are required.  Mental application utilizes memory for details, emotional stability, discriminating thinking and creative problem solving.   Periodic travel required in normal course of job performance.