Description
Position Summary
Under general supervision, plans, coordinates, and administers the City’s purchasing, procurement, and inventory management functions. Oversees acquisition of equipment, materials, and supplies for all City departments in compliance with State law and City policy. Manages inventory control, fixed assets, surplus property disposition, fleet coordination, and insurance procurement for City assets. Provides technical assistance to departments regarding purchasing procedures, bid preparation, and vendor relations.
Essential Duties and Responsibilities
The following duties are representative and not all-inclusive:
Plans and manages the day-to-day administration of the City’s purchasing and procurement activities.
Prepares and distributes the annual Inventory-Purchasing-Budget calendar.
Issues and maintains purchase orders and oversees the Purchase Order System.
Processes invoices associated with purchase orders and coordinates with Accounts Payable.
Develops, prepares, and distributes bid specifications, proposals, and bid packets.
Obtains price quotations and ensures compliance with competitive purchasing requirements.
Coordinates bid openings and prepares documentation for award recommendations.
Negotiates pricing, delivery schedules, and contract terms with vendors.
Serves as the primary point of contact for City purchases and vendor inquiries.
Oversees receipt, inspection, and disbursement of goods and services to ensure compliance with specifications.
Maintains and safeguards inventory supplies while avoiding excess stock.
Conducts ongoing inventory counts and prepares year-end inventory reports for auditors.
Conducts fleet audits twice per year and reports findings to the Finance Director.
Maintains fixed asset records including tagging and tracking of vehicles and equipment.
Reconciles inventory balances with the general ledger and prepares related reports.
Oversees surplus, abandoned, impounded, and seized property disposition.
Procures and manages insurance coverage for City assets and processes claims.
Coordinates City-wide IT purchasing, equipment inventory, and budgeting with the City’s IT provider.
Maintains vendor records within financial software systems.
Assists departments with preparation of Council agenda materials related to purchasing.
Participates in disaster response activities as directed.
Performs other related duties as assigned by the Director of Finance.
Working Conditions & Physical Requirements
This position requires a combination of office and field work.
Primarily works in a standard office environment with occasional visits to warehouses, inventory storage areas, and department facilities.
May lift and carry items weighing up to 35 pounds or more.
May inspect equipment, supplies, and storage areas requiring bending, stooping, and standing.
Work schedule is typically five (5) days per week, forty (40) hours, with additional hours as required for emergencies, audits, or bid openings.
Requirements
Knowledge, Skills, and Abilities
Thorough knowledge of municipal purchasing procedures, inventory control practices, and State purchasing laws.
Knowledge of public budgeting, accounting principles, and fixed asset management.
General knowledge of materials, equipment, and supplies used by various City departments.
Ability to prepare specifications, analyze bids, and evaluate vendor performance.
Ability to maintain accurate financial and inventory records.
Ability to communicate effectively in written and verbal form.
Ability to work independently and exercise sound judgment.
Ability to establish and maintain effective working relationships with employees, vendors, and the public.
Proficiency in operating computers and financial software systems.
Minimum Qualifications
Associate’s degree (or equivalent) and at least four (4) years of experience in purchasing, procurement, inventory management, or related field.
Valid Texas Driver’s License required.
Preferred Qualifications
Certification such as Certified Public Buyer (CPB), Certified Purchasing Manager (CPM), or Certified Public Purchasing Officer (CPPO).
Supervisory or management experience.
