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Minimum Education: Bachelor’s degree from an accredited college or university in Public or Business Administration or closely related field.
Certifications, Licenses:
● Must hold a valid Tennessee driver’s license.
● A pre-employment criminal background check and submission to drug testing for commonly abused controlled substances is required.
Minimum Experience: Six (6) years of experience in purchasing and procurement with a preference in governmental purchasing and procurement and four (4) years of progressive management experience.
GENERAL PURPOSE:
To plan, direct, manage and oversee the activities and operations of the Purchasing Department, responsible for the purchase and procurement of materials, supplies and equipment for Montgomery County Government, including but not limited to developing bid documents for all biddable items; distributing bid documents to vendors; evaluating incoming bids; making purchase and procurement recommendations; and supervising the operations of the Purchasing Department.
GENERAL POSITION DUTIES AND RESPONSIBILITIES:
The following duties are normal for this position. However, they are not to be construed as exclusive or all–inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.
● Assumes full management responsibility for all Department services and activities.
● Manages the development and implementation of goals, objectives, policies, and priorities for each assigned service area.
● Establishes, within County policy, appropriate service and staffing levels; monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; allocates resources accordingly.
● Administers, supervises and manages staff of the department; monitors and evaluates on-going performance of staff members; addresses day-to-day issues and questions; assesses and provides for training needs; initiates employee recognition, promotion, disciplinary action, and discharge processes as necessary and appropriate.
● Assists with interviewing and selection of new employees. Provides training and instructions and ongoing training needs. Assigns tasks, reviews work and prepares performance evaluations. Provides staff coaching/counseling. Provides assistance and answers questions, gives advice and recommendations to staff.
● Purchases and procures all supplies, materials, equipment, and contractual services for all County departments.
● Identifies County needs as it relates to vendors and supplies and manages those relationships.
● Arranges for the rental of machinery, buildings, or equipment.
● Receives reviews, approves, and authorizes requisitions from all County departments for purchases and processes to a purchase order to ensure accuracy and for following proper purchasing procedures.
● Instructs and oversees that procurement on an emergency basis is conducted properly and in accordance with County policy and State law.
● Prepares sealed bids for purchases over $50,000.00. Develops detailed specifications for submitting bidding documents to include preparation for pre-bid meetings, posting (advertising) of bids and distribution either by mail or electronic. Attends and conducts pre-bid meetings normally held offsite at the job location.
● Analyzes returned bids; evaluates product samples to determine quality; determines lowest and/or best bids based on quality and price; maintains file of bid documents.
● Provides technical assistance and correspondence to all County departments in obtaining quotes or other information necessary for requisitions.
● Prepares various reports to include vehicle reports, vendor reports, and fuel card reports.
● Oversees fuel card system for all County vehicles.
● Maintains ongoing communications with vendor to identify product availability, convey bid information, confirm delivery timetables, and address other related issues.
● Responds to routine requests for information or assistance from officials, members of the staff, vendors, the public or other individuals.
● Oversees and coordinates disposition of surplus property owned by the County.
● Develops and maintains purchasing department budget.
● Manages inventory of all County vehicles and keeps titles for all County-owned vehicles.
● Composes, prepares and/or generates routine correspondence, purchase requisitions, bid documents, letters, forms and other documents.
● Maintains indigent cemetery and provides for pauper funerals to include requesting funds from County and City.
● Coordinates foot marker to be ordered and placed if buried in County-owned cemetery.
● Fulfills the job duties of all other office positions as needed.
● Other duties as assigned.
FISCAL RESPONSIBILITIES
● The ability to authorize any size expenditure that has gone through the budget process and internal controls.
COUNTY ORGANIZATION DUTIES AND RESPONSIBILITIES:
● Represents the Purchasing Department to other County departments, elected officials and outside agencies; coordinates Department activities with those of other departments and outside agencies and organizations.
● Responds to and resolves difficult and sensitive citizen inquiries and complaints.
SUPERVISORY RELATIONSHIPS:
● Reports to the Chief of Staff. Works independently with general guidance from the Chief of Staff or designee to ensure coordination of objectives and priorities of the County. Supervises staff directly or through assigned managers.
JOB QUALIFICATIONS – KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
● Purchasing and Modern procurement principles, methods, and procedures.
● Knowledge, skill, and ability in all phases of the contract process for such transactions as purchases, leases, and services including: contract administration; negotiating contract terms and costs with quality and cost-effective outcomes; sources of supply and current price trends; various grades and qualities of equipment and supplies.
● Management and supervisory principles and practices including financial management, planning, budgeting, direction, coordination, and evaluation.
● Principles and practices of program development and administration.
● Principles of supervision, training and performance evaluation.
● Purchasing and procurement software.
Skill in:
● Analyzing procurement problems and developing appropriate recommendations.
● Analyzing complex administrative information and issues, defining problems and evaluating alternatives, and recommending methods, procedures, and techniques for resolution of issues.
● Managing multiple projects and prioritizing multiple tasks and demands.
● Applying solid business acumen, management reporting and problem-solving.
● Developing division goals and objectives and perform planning and budgeting functions.
● Applying judgment and discretion in resolving problems and interpreting policies and regulations.
Ability to:
● Set work priorities and train, direct, motivate, and evaluate the work of assigned staff.
● Apply and interpret Federal, state, and local laws, regulations, codes, ordinances, and legal precedents governing public purchasing and procurement.
● Delegate authority and responsibility.
● Develop and administer departmental goals, objectives, and procedures.
● Research, analyze, and evaluate new service delivery methods and techniques.
● Communicate clearly and concisely, both orally and in writing.
● Establish and maintain accurate records of assigned activities and operations.
● Analyze facts and to exercise sound judgment in arriving at conclusions.
● Handle sensitive interpersonal situations calmly and tactfully.
● Establish and maintain effective working relationships with those contacted in the course of work.
● Maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provisions of Tennessee Open Records Act and other applicable State and Federal statutes.
● Work the allocated hours of the position.