Pay Range GC20
This classification assumes responsibility for management and coordination of purchasing functions related to the purchase and acquisition of equipment, materials, supplies and services either county-wide or for fleet services department; develop annual plans and provide periodic evaluation of procurement needs; develop and monitor purchasing procedures; manage the formal bidding process; serve as liaison with vendors.
EXAMPLES OF PRINCIPAL DUTIES
(Duties assigned to this classification include, but are not limited to, the following examples. Any one position may not perform all listed tasks.)
1. Develop procurement program, including preparation of annual plans and scheduling of individual procurement actions to meet program objectives; develop policy and procedure. Design and maintain statistical recordkeeping and reports; conduct market surveys.
2. Coordinate purchasing of materials, supplies, and equipment; develop standardized requirements and provide for pooled purchases of similar items as appropriate.
3. Manage formal bidding process for major county purchases or fleet services department purchases; meet with department personnel to develop and approve specifications, monitor purchasing schedules, maintain documentation on purchases requiring bids, participate in contract award decision.
4. Review specifications for department purchases; assist in the preparation of specifications, obtain price quotes from vendors, prepare and sign purchase orders.
5. Participate in the development of purchasing contracts, including service contracts; assure necessary contract language is included, work with county counsel regarding contract language and compliance with state purchasing laws; oversee departmental review of contracts, negotiate contracts with vendors; prepare recommendations on Board of Commissioners approval of contracts.
6. Serve as contact for vendors; contact vendors regarding changes on orders in progress; investigate and resolve discrepancies between purchase orders and invoices.
7. Supervise support staff and is involved in selection, training, and evaluation of employees; plan, organize, assign, coordinate and review work of staff. Assume responsibility for work performed by unit. Establish and interpret policy and procedure.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED OF THIS POSITION
Knowledge of: Thorough knowledge of principles, practices and procedures of modern large-volume public purchasing including development of purchasing specifications, formal advertising, competitive bidding and quotation procedures, negotiation, fixed price, cost contracting, and purchasing special provisions and incentives to develop, implement and evaluate purchasing programs; considerable knowledge of market conditions, practices and current trends and prices; considerable knowledge of state law governing public purchasing; considerable knowledge in fiscal monitoring and budget coordination and procedures. Skill in: Statistical data collection and research techniques.
Ability to: Communicate effectively in both oral and written forms; organize, direct, and coordinate the activities of a centralized purchasing operation; conduct cost and price analyses; make decisions independently in accordance with established polices and procedures, recommend new policy when applicable, and use initiative and judgment in completing tasks and responsibilities; supervise support staff; courteously meet and deal effectively with other employees, other agency representatives, vendors, contractors, manufacturers, market analysts and the public.
Education, experience and training: Bachelor's degree in business management, public administration, or related field and four years progressively responsible work experience in large scale purchasing which includes two years of public purchasing and some management or supervisory experience, OR a satisfactory combination of experience and training. At time of appointment, must possess valid Oregon driver's license.
SUPERVISORY CONTROLS OF THIS POSITION
Work is performed with guidance of either the chief financial officer or fleet services director. The employee works independently in administering a complex area of responsibility and confers with supervisor for professional advice. Discretion is required in applying general goal and policy statements, in development of recommendations, policies and procedures and in resolving program problems. The employee develops approach to each case, prepares the procurement plan and carries out industry analyses independently up to the point of recommendation for award. Work is accomplished within a broad framework, with authority and responsibility in area of service. Periodic reviews of work performance are conducted in terms of expected results.
Work is performed within department policy and procedure, established county purchasing and contracting policy, practices and procedures, state statutes, procurement reference material, market trends. Employee uses considerable judgement in interpretation of guidelines, and evaluate data to determine procurement method. Employee contributes to modification of existing guidelines by recommending changes to policy and procedures or adapting guidelines to problems encountered.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
Regular and consistent attendance is required. Work is performed either in an office at fleet service maintenance environment; work may require standard maintenance shop exposures. May require bending, climbing ladders, gripping with hands, hearing voice conversations, keyboarding, kneeling, lifting up to 50 pounds, pulling, pushing, reaching sitting, standing, twisting and walking. A reasonable amount of driving is required.