Purchasing Supervisor (20501590)

Ventura County

Job Type

Full-Time

Close Date

Until filled

Salary

$45.37-$68.06 Hourly

Additional Questionnaires

Supplemental

About Thousand Oaks

At the City of Thousand Oaks, we're not looking for people who just want a job. We're looking for partners in building our future and community. Our team is passionate about delivering exceptional customer service to our residents and colleagues. We do this through a collaborative team environment rooted in service, innovation, and excellence. We are committed to a culture of engagement, career development, and purpose.

Regardless of where you are in your career, we have a path for you to thrive on.

Additional perks:

• competitive pay and benefits

• strong commitment to your professional development

• flexible work environment and schedules (hybrid, 9/80, 4/10)

• Public Service Loan Forgiveness (PSLF) eligible employer

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Location

2100 Thousand Oaks Blvd, Thousand Oaks, 91362

Description

The City of Thousand Oaks is seeking a Purchasing Supervisor to join our team!

We are seeking a collaborative and results-oriented Purchasing Supervisor with excellent communication, strong technical experience, and effective leadership skills to join our Finance Department team. The Purchasing Supervisor manages the Purchasing and Municipal Services Center (MSC) warehouse functions for the City. With an emphasis on customer service, this position ensures material and service requirements are met in a timely, efficient, effective, and ethical manner. The ideal candidate will be an energetic problem-solver, ready to embrace challenges with creative solutions and advancements in technology.

The ideal Purchasing Supervisor candidate is a flexible and enthusiastic individual who can develop, mentor, and build relationships with team members and across the various departments they serve. The Purchasing Supervisor guides a team of six staff members located at three different City facilities.

The Purchasing Supervisor provides technical support, information, and assistance for purchasing materials, supplies, and services to all City Departments. The successful candidate will interpret, explain, and diplomatically enforce compliance with City procurement policies and procedures and all Federal and State rules and regulations. This position works closely with the Public Works Department and the Finance Department's Accounting and Information Technology Divisions. These cross-functional teams work collaboratively to improve processes and procedures for efficient vendor management and payments, ensuring effective internal controls are implemented, monitored, and audited.

Primary Responsibilities:

• Provides leadership and works with staff to ensure a high-performance, customer service-oriented work environment that supports achieving the department's and the City's mission, objectives, and values.

• Supervises and participates in developing, implementing, and evaluating plans, work processes, systems, and procedures to achieve annual goals, objectives, and work standards.

• Participates in the selection of Purchasing and warehouse staff; provides or coordinates staff training; works with employees to correct deficiencies; conducts staff meetings as necessary.

• Establishes schedules and methods for providing Purchasing and warehouse services; identifies resource needs; reviews needs with appropriate management staff; allocates resources accordingly.

• Plans, organizes, and supervises the City's purchasing operations; reviews, monitors, and approves City purchases; approves purchase requisitions, purchase orders, and related documents for completeness, accuracy, and compliance with purchasing and budgetary policies and procedures; ensures effective inventory control and issuance of equipment and supplies.

• Trains other departmental staff on purchasing rules and regulations, meeting with division managers, and one-on-one meetings; conducts procedural research when new issues arise and need to be researched, evaluated, and implemented.

• Administers formal and informal bidding and Request for Proposal (RFP) processes; assists departments with preparation and review of RFP and bid documents; ensures development of a competitive product specification; ensures all federal, state, and local laws are met; evaluates bids against specifications and per City code, laws, and established policy.

• Oversees and administers the City's Cal Card Program; opens and closes accounts; conducts training sessions for new cardholders; monitors payments of invoices and types of purchases; audits cardholder statements; reviews vendor activity reports quarterly to determine if better pricing could be obtained through competitive bidding; prepares reports for Finance Director regarding card use.

• Oversees, monitors, and utilizes the purchasing website to solicit bids and review vendor activity; evaluates the vendor list to ensure integrity and accuracy of list; ensures all active vendors are registered; maintains solicitation to keep all data current.

• Oversees and manages vendor information and payment system entry including W9 processes and procedures.

• Oversees the activities for the MSC warehouse including the effective management of inventory and annual inventory count process.

• Maintains and updates a variety of manuals including purchasing manual and Cal Card administrative manual.

• Maintains current knowledge of new trends and innovations in the fields of purchasing and inventory management; attends and participates in professional group meetings; participates in professional development activities.

Job Video Link URL:

https://www.youtube.com/watch?v=yHWOYPo4vs0

Ideal Candidate

Ideal Candidate

The ideal candidate should possess a combination of education and experience that would provide the required knowledge and abilities such as:

• A Bachelor's Degree from an accredited college or university with major coursework in business administration, public administration, or a related field.

• Six years of responsible purchasing experience including one year of lead supervisory responsibility.

The ideal candidate should have the ability to:

• Understand, interpret, explain, and apply applicable federal, state, and local policies, laws, and regulations.

• Supervise, coordinate, and direct purchasing and warehouse programs.

• Select, train, supervise, organize, and review the work of assigned staff involved in purchasing and warehouse functions.

• Develop, mentor, and lead the Purchasing team by building relationships with team members and providing team-building and professional development opportunities.

• Guide the Purchasing team on day-to-day operations and assist in solving complex issues.

• Create a collaborative culture by building relationships with all City departments and providing guidance and training to City staff on purchasing policies and procedures.

• Knowledge of public procurement, particularly in Public Works related procurement and inventory management is preferred.

• Proactively look for opportunities to implement process improvements to create improved efficiencies.

• Analyze complex information and problems, evaluate alternatives, and make sound recommendations.

• Exercise sound independent judgment within general policy guidelines.

• Negotiate effective purchasing contracts based on quality, quantity, and price.

• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

• Communicate clearly and concisely, both orally and in writing.

• Establish and maintain effective working relationships with those contacted in the course of work.

Core Competencies

• Effective Communicator

• Results Oriented

• Strategic Thinker

• Skill and Career Development Coach

• Problem Solver and Decision Maker

• Planner and Organizer

• Technically Knowledgeable

Benefits

The City of Thousand Oaks offers excellent benefits including:

Medical, Dental, Vision, Pension Retirement Plan, 401(a), Retirement Health Savings Plan, Tuition Reimbursement and more. Click here for more information.

Special Instructions

FILING DEADLINE: This position will remain open until filled.

FIRST REVIEW: The first review of applicants will take place on Tuesday, May 14, 2024. Candidates are encouraged to apply before this date. Please note, the recruitment may close without notice at any time.

SUPPLEMENTAL QUESTIONNAIRE: Applicants are required to complete the Supplemental Questionnaire. This will be used throughout the process to assist in determining each applicant's qualifications for the position.

REASONABLE ACCOMMODATION: The City of Thousand Oaks makes reasonable accommodation for individuals with disabilities to participate in the selection process. If you wish to request an accommodation in order to participate in the selection process, you must inform the Human Resources Department in writing no later than the final filing date. Applicants requesting an accommodation should document the request including the type and extent of accommodations requested to participate in the selection process and/or perform the duties of the job for which applied.

VETERAN'S PREFERENCE: In order to qualify for Veteran's Preference a Form DD214, or other acceptable proof of service, must be submitted by the deadline date/time noted in the job announcement. Any veteran who has successfully completed all phases of a selection process for employment with the City shall be granted a final interview regardless of his or her ranking on the eligibility list, providing he/she meets the criteria for an eligible veteran.

The provisions of this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.