Purchasing Administrator

IMPORTANT NOTE ABOUT SALARY: City Council increased the salary to $118,799.00 - $148,499.00 on June 12, 2023.

THE POSITION

The City of Pasadena is seeking a skilled, collaborative, and energetic Purchasing Administrator with extensive public sector and leadership experience to plan, organize, direct, and coordinate the activities of the procurement services for the city. The incumbent will review, evaluate, and approve all purchasing transactions. Additionally, the new Purchasing Administrator will provide high level and complex technical staff assistance for bid package preparation, contract negotiations, serve as the Emergency Operations Center (EOC) role of the Logistics Section Chief, and perform related work as assigned.

The Finance Department comprises of five sections: Accounting and Financial Analysis, Budget, Purchasing, Treasury and Cash Management, and Administration. This dynamic department presents an exciting opportunity for a hard-working and forward-thinking professional. If you are looking for a place where you can roll up your sleeves and contribute, this is it.

Opportunities that might attract you to this role:

• The City of Pasadena is a full-service municipality governed by a City Council/Manager form of government. There is a tremendous amount of unique opportunities to expand and grow employee's expertise. Pasadena is financially stable with fully funded reserves.

• The breadth of knowledge that the incumbent will experience is far greater than the average city - the City provides water and power to its citizens and there is a considerable need for federal procurement requirements when it comes to housing, public works, and public health.

• Lead a talented and cohesive team.

• Ample opportunity for process and reporting improvements - the incumbent will play a key role in deciding what those should be and what those should look like.

• The incumbent will be part of the department's management team.

What might challenge you in this role:

• There is a City-wide procurement process review and there may be proposed municipal code or charter amendments related to procurement. The incumbent will implement process improvement and policy changes.

• The incumbent will oversee training and educating city staff on local, state, and federal procurement processes.

• Oversee the enhancement of the City's Buy Local efforts which includes hosting "Doing Business with the City" workshops and one-on-one meetings.

• Collaboration with the City's Emergency Services Manager to develop procurement and inventory tracking systems for emergency response.

• Provide regular procurement updates and presentations to the City Council.

We will be accepting and reviewing applications until the position is filled. Please note the posting may be closed at any time. First review of applications will be on July 6, 2023. Apply today!

IDEAL CANDIDATE

The ideal candidate is a leader who will not only direct activities, but they will be expected to be a hands-on leader. The ideal candidate has a genuine interest in providing guidance, training, coaching, developing, and mentoring staff. The ideal candidate understands and interprets codes, laws, and regulations and puts them into practice. The ideal candidate is a self-starter, works independently, and will manage and support their team. The ideal candidate is a strong communicator able to professionally present at public meetings and write reports.

Essential Functions

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• Coordinates, implements, monitors, and evaluates the administration of procurement and salvage; assists in the department's formulation of pricing and procurement objectives and strategies.

• Examines and approves all purchasing documents and transactions; acts as an information resource on the City's bidding policy, practices and procedures; provides technical and detailed information on the City's request for proposals process.

• Coordinates the administrative and business management function of the City's salvage program, including the processing and preparation of budget and (salvage) fund transactions; recommends and coordinates implementation of procedures and policies for the effective management of salvage properties; develops and implements plans of disposition.

• Represents the department and City in relations with vendors; conducts and/or participates in negotiations to leverage the City's purchases.

• Prepares the highly technical specifications for specialized purchases for the Water and Power Department and coordinates the completion of contracts for these items under the supervision of an Assistant City Attorney.

• Maintains and updates the City's vendor list, with special emphasis on including and encouraging protected class businesses.

• Coordinates the City's interdepartmental procurement committee to ensure standardization and consistency in purchasing practices among departments.

• Plans and implements research and data gathering activities needed for preparation of cost estimates, financing plans and forecasts related to the purchase agreements and contracts; processes or supervises the processing of pertinent documents such as contracts, bids, request for proposals, Council agenda reports and other related reports.

• Assigns, trains, instructs, and evaluates professional, technical, and administrative support personnel.

• Knowledge of state and federal procurement requirements and how to incorporate them in procurement solicitations.

• Serves as the Logistics Section Chief of the Emergency Operations Center.

Qualification Guidelines

COMPETENCIES

The following list represents the core competencies needed for success in the position.

• Political & Organizational Savvy

• Working skillfully with politics, procedures, and protocols across organizational levels and boundaries.

• Teamwork

• Collaborating with others to achieve shared goals.

• Relationship Building

• Establishing rapport and maintaining mutually productive relationships.

• Oral Communication

• Engaging effectively in dialogue.

• Writing

• Communicating effectively in writing.

• Attention to Detail

• Focusing on the details of work content, work steps, and final work products.

EDUCATION AND/OR EXPERIENCE

• Bachelor's degree in Public or Business Administration, Accounting, Economics or a related field and

• Four years of increasingly responsible professional finance and/or economic experience, including one year in a public or government procurement function and

• One year of supervisory experience.

DESIRED QUALIFICATIONS

• Public sector or government experience

• Certified Public Procurement Officer (CPPO)

SELECTION PROCESS

Applicants who appear best qualified based on their application submitted will be invited to any combination of written, performance, or oral appraisal to further evaluate their job-related experience, education, knowledge, skills, and abilities. Probationary work test period is one year.

VACANCIES

There is one vacancy in the Finance department which may be filled as a result of this selection process. An eligible list of candidates will be established which will be used to fill this vacancy and other similar vacancies that may occur in the next several months.

Special Requirements

None.