Purchasing Supervisor

Description

The City of Santa Ana is looking for individuals who are results-oriented, possess great attitude, demonstrate creativity and innovation, work efficiently, show a record of success and have a passion for public service. Having highly talented employees provides the best service to our community.
Under general supervision, supervises, plans, coordinates, and administers the day-to-day operations of the City’s Purchasing Division.

Essential Functions Include But Are Not Limited To

Plans, organizes, coordinates, and evaluates the activities of the Purchasing Division. Assigns, reviews, and supervises the work of professional buyers and purchasing staff. Supervises and evaluates the City’s bidding and proposal processes, including preparing and reviewing product specifications, establishing pricing guidelines, determining supply sources, and interviewing vendors. Evaluates vendor bids and selects vendors and contractors. Prepares and reviews requests for proposals, contracts, and staff reports. Analyzes vendor performance to verify that purchased items conform to contract specifications. Negotiates with vendors regarding price changes, trade discounts, and deliveries. Prepares financial analyses, such as lease versus purchase schedules or similar cost comparisons, to determine the cost-effectiveness of acquiring equipment and services. Analyzes encumbrances to determine purchase order aging and accuracy of encumbrance balances; makes recommendations regarding adjustments and monitors balances carried over year-to-year. Coordinates purchasing services with other City departments and advises departments on purchasing specifications, procedures, and timelines. Manages the purchasing modules in the City’s financial software system. Works with Accounting staff to improve processes and resolve issues. Evaluates and recommends alternative products to comply with recycling programs mandated by the state. Interprets divisional policies, rules, and regulations and consults with management on overall objectives and new procedures. Develops and maintains measures of employee workload and production; establishes performance standards. Trains and evaluates assigned staff. Evaluates, implements, and manages the City’s e-procurement system. Creates and maintains necessary internal forms. Participates in the development and administration of the Purchasing Division budget. Assumes administrative duties in the absence of direct supervisor. Performs other related functions as assigned.

Minimum Qualifications

Five years of progressively responsible professional purchasing experience, preferably in local government, two of which must have been in a lead or supervisory capacity. Bachelors’ degree in business or public administration, finance, accounting, or related field or Certified Professional in Supply Management (CPSM) may be used in combination with experience to meet the necessary minimum qualifications, or any equivalent combination of training and experience which provides the following knowledge, skills, and abilities:

DESIRABLE KNOWLEDGE, SKILLS, AND ABILITIES
Thorough knowledge of: municipal purchasing principles and practices; federal, state, and local laws and ordinances; tax obligations; Uniform Commercial Code; methods and practices used in competitive bidding; contract law and administration; types of supplies, materials, and equipment commonly used by municipalities; principles and practices of administration, supervision, and personnel management.
Knowledge of : governmental accounting, budgeting, and auditing standards and practices related to procurement; pertinent computer systems and software applications; commodity markets, marketing practices, and commodity pricing methods.
Skill in : the use of a personal computer and business software applications, such as Microsoft Word, Excel, Access, and Outlook; mainframe financial system software; the use of modern office equipment.
Ability to : effectively supervise purchasing functions; interpret, explain, and apply federal, state, and local laws and regulations; analyze data and make sound recommendations; negotiate effectively with vendors; investigate and resolve vendor payment problems and contract compliance issues; adhere to multiple deadlines and handle multiple projects; communicate effectively, both orally and in writing; direct, train, and evaluate assigned staff; establish and maintain cooperative relationships with vendors, City staff, and the general public.

Selection Process

All applicants are required to complete and submit a City application form online and answer the supplemental questionnaire. Resumes or faxed copies will not be accepted in lieu of the City online application. Stating "See Resume" is not an acceptable substitute for a completed application. To apply, click on the "Apply" link located at the top of this page. New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time: Online Employment Application Guide.

Applications will be reviewed by the Human Resources Department. Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process, which will include:

Writing Skills Examination (Tentatively scheduled for the week of December 9, 2024) : (Qualifying) will evaluate the candidate's analytical and writing aptitude. The areas that will be evaluated may include: analytical thought process and proper English and grammar usage, clarity, conciseness, organization, content, and logical progression from one idea to the next. Candidates need a minimum passing score in order to continue in the selection process.

Oral Interview Examination (Tentatively scheduled for December 19, 2024) : (Weight of 100%) will evaluate the candidates' experience, training, education and abilities in relation to those factors which are essential for successful performance on the job. Candidates need a minimum passing score of 70% in order to be placed on the eligible list.

Candidates must achieve a passing score in every component of the selection process in order to be placed on the eligible list. The Human Resources Department may waive one or more examination components. When one weighted examination component is waived, the remaining section will receive a weight of 100%.

The City of Santa Ana is an equal opportunity employer. If you consider yourself a person with a disability, you may contact us regarding providing reasonable accommodation.

Please visit the following website to view the summary of comprehensive benefits!

Summary of Benefits

(under SEIU)

NOTE: A more complete set of specifications for this classification may be found on the City's website or on file in the Human Resources Department. The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice. The types and levels of employee benefits provided, including City contribution toward benefit costs, are subject to change as a result of periodic contract settlements between recognized employee associations and the City of Santa Ana.

Closing Date/Time: 12/4/2024 11:59 PM Pacific

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• City of Santa Ana

• 714-647-5340

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