Loyal Source

POSITION PURPOSE

Develops, and implements cost-effective purchasing activities including preparation of specifications for bid packages, vendor, material and supply sourcing, and contract management and issuance of purchase orders in accordance with established procedures.

Consistent with the strategic priorities of the government, performs professional work of unusual difficulty in the planning, organization, development and coordination of the purchasing activities for the entire organization.  This executive management position serves as the principal public purchasing official for the government and is responsible for the all purchasing of goods, supplies and services in accordance with applicable federal, state and local laws, ordinances, rules and regulations.  

Under general direction of the COO, the Purchasing Manager provides general supervision over professional, technical and clerical staff engaged in purchasing activities, including planning, directing, and coordinating the purchasing activities for the organization. 

 

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Procure or supervise the timely purchasing of all goods, supplies and services needed, in accordance with all applicable federal, state and local laws, policies and procedures.

  • Manage and supervise a purchasing staff responsible for the following tasks in accordance with all applicable federal, state and local laws, policies and procedures:
    • Establish annual contracts for the purchase of supplies, services and construction.
    • Review major solicitations and contracts to ensure compliance and identify opportunities for improvement.
    • Co-develop and assist in prescribing and administering operational procedures governing the purchasing functions of all departments, and the disposal, transfer and re utilization of personal property and equipment.
    • Recommend revisions to policies to the COO regarding the purchase of supplies and services.  
    • Establish, maintain and disseminate guides, manuals and other documents regarding purchasing policies and procedures.
    • Ensure compliance with legislative mandates and purchasing policies and procedures by reviewing and monitoring purchasing conducted by any designee, department, agency or official.
    •  Develop and conduct internal and external purchasing training.
    • Provide support services for information technology systems used to facilitate purchasing.

Administer or manage the card program.

  • Establish staff priorities; allocate personnel resources to achieve program objectives.
  •  Coordinate delegated purchasing activities with other departments, including supervision of purchasing liaisons.
  • Coordinate training programs of Purchasing Department staff and employees of other departments related to purchasing.
  • Research market sources and vendors to locate and ensure most cost effective and competitive pricing for the purchase of supplies and services.
  • Prepare and issue solicitation documents.  
  • Receive and evaluate proposals and bids; award or recommend the award of contracts.
  • Conduct negotiations with suppliers on proposals, contracts and contract claims.  
  • Assist in the general supervision and control over all inventories of supplies.
  • Assist in establishing and maintaining programs for the inspection, testing and acceptance of supplies and services.
  • Maintain the integrity of the public purchasing process.
  • Assist in administering operational procedures governing the purchasing functions, and the disposal, transfer and re-utilization of personal property and equipment, consistent with all applicable laws, policies, and rules.
  • Assist with establishing standard contract clauses for use in contracts, solicitations, and purchase orders. 
  • Analyze current purchasing activities and recommend improvements through more efficient purchasing methods, e-purchasing, privatization, quantity discounts, standardization, value analysis or cooperative purchasing.
  • Assist in decisions regarding hiring, discipline and promotion of subordinate staff; direct and evaluate subordinate staff.
  • Delegate authority and assign work to subordinate staff commensurate with their qualifications and existing workload.  Review the work of staff to ensure compliance with applicable laws, policies and procedures.
  • Assist staff by providing technical guidance and direction.  
  • Assist in establishing and supervising a contract administration system designed to ensure that contractors are performing in accordance with the terms and conditions of their contracts.
  • Determine budgetary requirements to maintain the program; make recommendations on the annual budget; monitor program budget.
  • Effectively communicate purchasing policies and procedures to all personnel and interpret said policies and procedures as necessary.
  • Prepare reports and correspondence.
  • Prepare and maintain accurate records and documentation on all staff activities.
  • Maintain liaison and represent the program to other departments and suppliers.
  • Perform other related duties to ensure the accomplishment of the goals and objectives of the Purchasing Department. 

 

  1. Key objectives
    • Reducing Costs
    • Diversifying Supply
    • Fulfilling Business Requirements
    • Sparking Innovation
    • Managing Relationships
    • Spending Wisely

 

Skills, Knowledge and Abilities:

  • Comprehensive knowledge of modern principles and practices of governmental purchasing and supply-chain management.
  • Comprehensive knowledge of business practices related to purchasing. Comprehensive knowledge of laws, policies and procedures governing public purchasing.  Considerable knowledge of contract law.
  • Considerable knowledge of the principles, practices and techniques of administration, organization, budget preparation, personnel management, supervision, training and development, financial administration and public relations.
  • Considerable knowledge of techniques of organizing and motivating individuals and groups.
  • Considerable knowledge of administrative problem solving and the implementation of effective solutions.
  • Considerable knowledge of principles of management analysis (such as spend analysis and cooperative purchasing) and organization design necessary to formulate and implement administration practices. Considerable knowledge of available information system technologies which enhance business practices.
  • Comprehensive skill in researching and preparing highly complex specifications, solicitations and contract documents.
  •  Considerable skill in project and program management.
  • Ability to develop effective and cooperative working relationships with key internal and external stakeholders.

 

QUALIFICATIONS    

REQUIRED KNOWLEDGE:

  • Federal government purchasing and acquisition regulation knowledge
  • Understanding of healthcare terminology processes and strategies.
  • Experience purchasing under government approved purchasing system is required

PREFERRED EXPERIENCE:           

  • Bachelors or higher degree
  • Degree in business administration or a related field
  • Deep knowledge of inventory and supply chain management
  • Supervisory and management experience
  • Proficiency in Microsoft Office and purchasing software
  • Excellent communication skills, both written and verbal
  • Strong critical thinking and negotiation skills.
  • Strong planning and organizational skills.
  • Ability to work independently.

This contractor and subcontractor abides by the requirements of 41 CFR 60-1.4(a)60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

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