Purchasing Manager

GENERAL DESCRIPTION OF CLASS

Professional and responsible administrative work of complex large volume purchasing of goods, services, equipment and/or construction material in compliance with laws and statutes. Employee works under general supervision and exercises considerable initiative and independent judgment in planning, scheduling, and administering projects. This position supervises the work of the Senior Buyer, the Contracts Coordinator, Warehouse Supervisor, and the Purchasing Assistant. The Purchasing Manager serves as the principal officer for purchasing all goods and services for the City. As such, the Purchasing Manager is delegated certain administrative responsibilities by the City Manager, the Purchasing Manager must make every attempt to represent the administration's management philosophies and report timely to their superior's key information regarding the purchasing functions. This position is responsible for the materials management function relating to the planning, procurement, storage, control, and distribution of materials and products to meet City objectives and guidelines. This involves directing and administering Purchasing, Central Stores, and Inventory Control.

Please note this posting is "Continuous" and can close at ANY TIME WITHOUT NOTICE.

ESSENTIAL FUNCTIONS

• Establishes and administers purchasing practices and policies to ensure honest, fair, and ethical relationships with vendors.

• Develops purchasing objectives, programs, and operating procedures for purchasing and contracting all goods and services.

• Oversees access for continuing exploration programs for new materials, suppliers, and processes to achieve the best possible quality, reliability, prices, continuity, and delivery.

• Supervises recruitment, development, retention, and organization of all Purchasing and Central Stores staff in accordance with budgetary objectives and personnel policies.

• Responsible for the motivation and development of subordinates to optimize their performance utilizing performance metrics and personal and professional growth.

• Ensures the welfare of employees and protects the City's interest by maintaining a safe working environment.

• Remain well-informed of current developments in the field of purchasing, including but not limited to emerging technology, , market conditions, and new products.

• Secures for the City the benefits of research conducted in purchasing by other governmental jurisdictions, national technical societies, trade associations, private businesses, and private organizations.

• Promote goodwill and public relations between the City and its vendors.

• Encourages full and open competition wherever possible.

• Ensures fair and equitable business dealings for vendors in accordance with the City Charter, ordinances/resolutions, administrative policies, and Purchasing Manual.

• Educates bidders/vendors on City purchasing policies, City procedures, and the bid process.

• Identify vendors who default on their contracts with the City and recommend an action of suspension or debarment by the Purchasing Manager.

• Work with departments/divisions to establish standardization of goods and services, where practical, within a competitive environment.

• Maintains high standards of accuracy in exercising duties and responsibilities.

• Exercises immediate remedial action to correct any quality deficiencies in areas of responsibility.

• Maintains high-quality communications and interaction with internal and external parties with whom the position interacts.

• Performs described Essential Functions and related assignments efficiently and effectively to produce the quantity of work that consistently meets established standards and expectations.

• Assumes responsibility for completing assigned work.

• Completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures.

• Maintains accountability for assigned responsibilities in the technical and conceptual areas.

• Exercises analytical judgment in areas of responsibility.

• Identifies issues or situations as they occur and specifies decision objectives.

• Identifies or assists in identifying alternative solutions to issues or situations.

• Implements decisions in accordance with prescribed and effective policies/procedures.

• Seeks expert or experienced advice where appropriate and researches issues, situations, and alternatives before exercising judgment.

• Oversees city-issued purchasing cards and yearly P-Card inventory.

• May be required to work alternate hours, as necessary for the efficient operation of the department.

• Position is designated as Mission Critical by Department Director.

ADDITIONAL FUNCTIONS:

• Performs related work as required.

QUALIFICATIONS (EDUCATION, TRAINING AND EXPERIENCE)

• Bachelor's Degree in Finance, Accounting, Economics, Business Administration, Public Administration, or a related field.

• Six (6) years of progressively responsible purchasing operation experience, including two (2) years of public purchasing experience.

• Three (3) years supervisory experience.

An equivalent combination of education, training and experience which provide the knowledge, skills and abilities and other competencies necessary for success in the target position may be considered.

SPECIAL REQUIREMENTS:

• Must possess and maintain a valid driver's license.

• Must maintain a valid phone number.

• Certified Purchasing Manager (CPM) or Certified Public Purchasing Officer (CPPO) is preferred.

• Knowledge of public procurement laws, ordinances, practices and techniques is preffered.

• Five years of procurement experience in governmental entity is preferred.

KNOWLEDGE, SKILLS, ABILITIES

• Extensive knowledge of procurement principles and practices.

• Extensive knowledge of City governmental accounting, organization, and functions.

• Knowledge of accounting principles as they relate to procurement and inventory

Strong strategic, analytical and organization skills.

• Ability to analyze market prices/trends to anticipate possible impending changes to prices or supplies.

• Ability to manage multiple projects at one time.

• Ability to maintain highly effective working relationships.

• Ability to manage and supervise staff.

• Ability to delegate and prioritize work.

• Knowledge of product and service research methods.

• Basic knowledge of budgeting principles.

• Ability to use computer and related software applications.

• Ability to perform mathematical calculations.

• Strong oral and written communication skills.

WORKING ENVIRONMENT/PHYSICAL REQUIREMENTS:

• Requires sedentary work that involves walking or standing some of the time, exerting up to 10 pounds of force regularly, and routine keyboard operations.

• May be some risk associated with warehouse oversight visits.

• The job risks exposure to some significant environmental hazards.

• The job requires normal visual acuity, field of vision, hearing, speaking, color perception, sense of smell, depth perception, and texture perception.

All City of Lakeland positions are subject to testing (e.g. written, oral, performance, computerized, interview, and/or any combination). Candidates selected for testing will be notified via email or telephone. Please check your e-mail and telephone messages regularly, including "junk" folders. Test times and locations to be announced.

THE CITY OF LAKELAND IS AN EQUAL OPPORTUNITY/EQUAL ACCESS EMPLOYER AND A DRUG FREE WORKPLACE

City of Lakeland

2024 Summary Sheet

Annual Leave

Annual leave is accumulated bi-weekly and based upon years of service as follows:

Annual leave may be taken as earned by employees hired after January 1, 1989. Employees hired prior to that date use annual leave within the calendar year following the year the leave is earned. All employees may carry over up to a maximum of twenty (20) days at the end of the calendar year. Regular part-time employees who work at least twenty (20) hours per week accrue annual leave at the rate of four (4) hours per month.*

Sick Leave

Sick rate is accrued biweekly based upon years of service and standard hour classification. Eligible for use as soon as earned. Regular part-time employees who work at least twenty (20) hours per week accrue sick leave at the rate of four (4) hours per month.

• NOTE: REGULAR employees with a working day other than eight (8) hours, please contact your supervisor regarding these policies.

Sick Leave Pool

Allows employees to receive sick leave benefits in cases involving catastrophic or long-term illnesses or injuries after all personal leave time has been depleted. Regular full-time employees contribute eight (8) hours and Regular part-time employees contribute four (4) hours on an annual basis. Employees must have completed one full year of service on or before December 31st of the calendar year enrollment; and have accumulated at least forty (40) hours of sick time (twenty (20) hours for Regular part-time employees). Participation in this program is voluntary.

For more information contact Amanda Kaiser at 834-8768

Family & Medical Leave

Federal legislation guarantees up to twelve (12) weeks per year off work under certain circumstances outlined in the policy manual. The employees must have been employed by the City for at least twelve (12) months and have at least 1,250 hours of service during the 12-month period before the requested leave. The City will continue its group life and health insurance for an employee on leave at the same level and under the same conditions that existed while the employee was working.

For more information contact Dawn Justice at 834-6038.

Pension Plan

Provision for retirement income requiring mandatory participation for full-time regular employees.

Defined Benefit Plan:

Plan C Employee 3.12%

Employer 15.64%

OR

Defined Contribution Plan:

Executives, New Hires aged 52 and older, and Fire/Police Recruits

Employee 8.5% or 11% per election upon hire

Employer 15.39%

Deferred Compensation 457 Plan:

A voluntary plan that is invested in mutual funds. The Employees' Pension Board performs the due diligence on the mutual funds. Employees may reallocate their account at any time.

Maximum contribution for 2024 is $23,000; employees aged 50 or older can also add a "catch-up" amount of $7,500. Additionally, a match of up to 5% of salary is offered by the City in Plan C.

Holidays

Twelve (12) holidays, includes one (1) personal floating holiday to be used at any time after three (3) months of employment and prior to the end of the calendar year.

Funeral Leave

Up to three (3) days off with pay due to death of an immediate family member (as defined in the policy manual). Up to four (4) hours off with pay may be obtained through supervisor approval to attend local funeral services of persons other than immediate family.

Jury/Witness Duty

Employees required to serve on jury duty will be relieved of responsibility for their regular work shift or portion thereof and receive full pay while serving. All fees received for such service may be retained by the employee. Employees subpoenaed to any civil or criminal court proceeding, which employee is not personally or monetarily interested, shall be paid as if engaged in regular work activities.

Military Leave

Allows for up to 240 hours in any one calendar year for annual military training without loss of pay or benefits for any employee in some type of reserve status for the United States Armed Forces. (see policy manual for additional information).

Maternity Leave

Refer to Family & Medical Leave for those employees who qualify. Others may take up to three (3) months leave of absence available upon approval of the Department Head. Employees may opt to utilize any combination of paid (sick or annual leave) or unpaid leave.

Leave of Absence Without Pay

Written requests are subject to approval by Department Head and City Manager or designee for less than ninety (90) days. Requests for more than ninety (90) days also require Civil Service Board approval for employees in a Civil Service classification.

Longevity Pay

Tuition Reimbursement

Program provides employees up to $2,500 per fiscal year (October 1 through September 30) for reimbursement of tuition of approved college, university, vocational, or correspondence classes upon completion with a grade of "C" or better in credit courses only. Full reimbursement is given for courses and fees, upon approval. The program does not include reimbursement for cost of books, supplies or other related expenses.

For more information, contact Sue Cook at 834-6844.

Suggestion Awards

A program designed to provide a consistent and organized method for employees to submit and be rewarded for constructive ideas for improvement. Maximum award is $1000.

For additional information, contact Kathy McNelis at 834-6348.

Direct Deposit of Paycheck (refer to handout in new employee folder)

An account must be established with the institution of your choice prior to signing up for direct deposit.

Uniforms/Equipment

Uniforms issued at no cost to employees for those job classifications which require them. Equipment is issued to employees at either no cost or discounted cost depending upon job classification.

Parking

Free while at work.

Break Periods

Employees may be permitted two (2), fifteen (15) minute breaks during the workday. The time shall be at the discretion of the supervisor.

For Information on Health Insurance, Dental, Vision, and Life Insurance please contact Benefits at 834-6797.

For Information on Retirement Benefits, contact the Retirement Services Department at 834-8765 or 834-8797.

For Information on Firefighter and Police Officer Retirement Benefits, contact Foster & Foster at 239-333-4872.