Department: Finance

Reports To:  Director of Finance

FLSA: Exempt

Salary: DOQ

JOB SUMMARY

The City of Stephenville is seeking a full-time Purchasing Manager with the ability to exercise sound independent judgement and discretion working under the general direction of the Director of Finance.  This position supervises one Purchasing Clerk.

POSITION RESPONSIBILITIES

Duties may include but are not limited to, the following:

• Recommend goals and objectives for purchasing activities; assist in the development of policies and procedures for City Wide purchasing programs.

• Hire, train, and supervise Purchasing Clerk.

• Participate in the development and administration of the department budgets.

• Acquire equipment, supplies, and materials for the city to maintain daily operations and repairs; develop and assist other departments and divisions in developing specifications for various services, equipment and vehicles to be purchased or repaired; ensure that all products and services acquired comply with specifications.

• Prepare various reports and correspondence regarding purchasing activities.

• Coordinate the bid process for supplies and equipment; prepare requests for proposals; conduct bid openings and accurately record proceedings; evaluate bids and make recommendations for bid selection or rejection; submit bid tabulations to department heads for review; monitor activities of the bid awardees to ensure compliance with City specifications, laws, and regulations, maintains bid history files and abide by records retention schedule as set out by City Secretary and the State of Texas.

• Oversee the collection, sale, and/or disposal of surplus City goods, supplies, and equipment.

• Issue and process purchase orders. Validate and process invoices for payment.  Review and correct invoice problems; work with the accounting division to solve problems and resolve discrepancies.

• Maintain bid database of approved vendors and products.            

• Maintain complete and accurate up-to-date fixed asset inventory; issue property tags and periodically inventory fixed assets. 

• Assists Finance Director in preparation of annual budget document and preparation of audit worksheets.

• Enforce purchasing and accounting policies and procedures as required by City Charter and ordinances.

• Attend meetings of the City Council when requested by the Finance Director.

• Deals as city representative concerning contacts with various vendors (i.e. cell phone service provider, janitorial service provider etc.)

• Conducts annual internal audit of confiscated property.

• Assists Finance Director in internal Audits as requested.

• Perform special assignments within the Finance department as requested.

• Completes paperwork and ensures federal and state compliance, with regards to the fueling station and underground storage tanks.

SKILLS, KNOWLEDGE, AND ABILITY

• Organize, direct, and implement a comprehensive purchasing program.

• Clearly evaluate the purchasing needs of the city.

• Manage and resolve order and payment conflicts involving City and vendor personnel.

• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.

• Design and implement special projects and prepare written and oral reports.

• Communicate procurement policies and procedures verbally and in writing.

• Establish and maintain an effective working relationship with other employees, city department heads, vendors, and the public.

• Ability to communicate (read, write, and speak) effectively in the English language.

• Must be proficient in the operation of personal computers, peripheral office equipment such as printers, faxes, copiers, calculators and other office equipment.

• Must be proficient in and have experience using Microsoft Office software including Excel, Word, and Outlook.

EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS

• Must be a U.S. Citizen or able to legally work in the United States.

• Must have a valid Texas driver’s license, and currently have and maintain a satisfactory driving record.

• Must have a High School Diploma or equivalent.

• Must have training equivalent to a Bachelor’s degree from an accredited college or university with major course work in purchasing, accounting, business administration, or a related field.

• Must have a minimum of four years increasingly responsible experience in purchasing, finance, or business administration.

• Must pass a background investigation and drug test.

PHYSICAL REQUIREMENTS:

This position requires the ability to stand or sit for extended periods of time in the day-to-day functions of the position. The position may also require repetitive hand movement from time to time and fine coordination in typing documents using a computer. Must be able to lift, drag, hold, pull, push and carry objects weighing up to 30 lbs. (such as file storage boxes), assisting other employees in the office, and moving or removing stored records. Position also requires the ability to communicate effectively, courteously, and clearly in English, verbally, and in writing with staff, and possibly the public on occasion.

WORK ENVIRONMENT:

The majority of work is performed in an office setting and may be subject to ordinary risks typically found in an office environment.

NOTE: The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills, and physical demands required.

“As an equal opportunity employer, the City of Stephenville considers only qualified applicants without regard to color, age, race, ethnicity, sexual orientation, gender expression, disability, national origin, veteran or marital status.”