CLACKAMAS COUNTY

CLASSIFICATION NO. 420
Established:  03/89
Revised:  01/93, 12/07
FLSA:  Exempt
EEO:  1

PURCHASING MANAGER

CLASS CHARACTERISTICS

Under general direction, to plan, organize and direct the activities and personnel involved in a centralized program for the purchase of goods and services by County departments; to oversee centralized mail and courier services; and to do other work as required.

DISTINGUISHING CHARACTERISTICS

The Purchasing Division, within the Department of Finance, is responsible for the centralized procurement of County supplies, equipment, services, new construction and commodities.  This division also oversees the delivery of mail, goods and supplies to County departments.

The Purchasing Manager is responsible for planning, coordinating, evaluating and administering all services provided by the division, including purchasing, inventory management, mail room and courier services and the disposal of surplus property.  This position provides direction to professional and administrative support staff.

TYPICAL TASKS

Duties may include but are not limited to the following:

  1. Develops, recommends and implements purchasing policies, goals and standards; prepares division annual work plan; ensures operations are in compliance with Federal, State and local statutes, rules and regulations.
  2. Oversees formal bidding process for County purchases; directs the preparation and advertisement of bid specifications; analyzes bid proposals for price and conformance to specifications; recommends bid awards; reviews specifications, procurement procedures, contracts and related documents for legal compliance.
  3. Implements and administers a County-wide system coordinating the disposition of surplus capital and non-capital real and personal property.
  4. Manages the County’s central stores; consolidates the needs of various County departments for supplies, materials and equipment; administers a stock control system.
  5. Develops administrative procedures and standardized documents for improving the County’s purchasing process; conducts training programs for County personnel in the use of purchasing documents and methods of procurement; assists and advises County departments and local agencies in negotiation of procurement-related contracts and resolution of contract disputes; analyzes and recommends solutions for highly complex procurements.
  6. Oversees County-wide mail room and courier services, including the gathering, sorting and delivery of mail, goods and supplies for County departments.
  7. Prepares and administers annual and supplemental budgets; presents budget proposals to department director; monitors revenues and expenditures.
  8. Hires and trains professional and administrative support staff to provide quality service to citizens and County staff; prepares performance evaluations; recommends and implements disciplinary actions; conducts and/or facilitates staff training and development; promotes cooperative team efforts among staff and with other County departments.
  9. Serves as department liaison to the Emergency Operations Center as Logistics Section Chief and directs emergency related procurement matters.
  10. Analyzes, reviews and recommends action on proposed and approved purchasing-related legislation and regulations to determine their impact on the County;  works with County Counsel and the Board of County Commissioners to implement changes to law, local rules and ordinances, policies and procedures as necessary.
  11. Develops and maintains cooperative procurement programs with other public agencies.
  12. Participates in the development, evaluation and implementation of accounting and financial systems as related to purchasing; provides functional leadership and subject matter expertise for financial software needs, upgrades and interfaces.

REQUIRED KNOWLEDGE AND SKILLS

Thorough knowledge of:  Methods and procedures of governmental purchasing; bid and contract preparation; inventory control systems and recordkeeping; State laws governing governmental purchasing; principles of public administration and personnel management; participative management theories; sources of supply and price trends of a wide variety of commodities.

Skill to:  Develop and implement uniform purchasing policies and procedures; plan, organize, direct and evaluate employees engaged in purchasing activities; direct staff in continuous efforts to improve quality, productivity and effectiveness; incorporate team participation in decision making; define issues, analyze information and problems, evaluate alternatives and develop recommendations, respond to changes desired by citizens and County staff; establish and maintain effective working relationships with vendors, other employees and the public; communicate effectively, both orally and in writing; write clear, concise bid specifications; develop and justify budget requests; monitor and control expenditures according to the approved budget; interpret and apply provisions of Federal, State and local legislation, rules and regulations applicable to purchasing activities.

OTHER REQUIREMENTS

Must successfully pass a criminal history check which may include national or state fingerprint records check.

Driving may be necessary for County business.  For position(s) with occasional/incidental driving, incumbents must possess a valid driver's license.  Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation.  For position(s) with regular driving, incumbent(s) must also possess and maintain an acceptable driving record throughout the course of employment.

MINIMUM RECRUITING STANDARDS

Any satisfactory combination of experience and training that demonstrates possession of the required knowledge and skills.