Assistant Manager of Procurement Services

JOB SUMMARY

Manages the purchasing and inventory functions in conjunction with Manager of Procurement Services. Manages purchasing activities and reviews all purchases to ensure compliance with Sewer District policies and state law. Works with the Legal Department on contracts and agreements and tracks approval process. Manages the Sewer District’s credit card program. Ensures purchasing policy and procedures are created, updated and followed. Performs other duties of a similar nature as may be required.

ESSENTIAL FUNCTIONS

Purchasing

- Participates in the development of purchasing department policies and procedures and makes new procedural recommendations.
- Conducts employee training on purchasing policies and procedures as well as the Sewer District's procurement system.
- Reviews purchase requisitions sourced outside of the purchasing department to ensure compliance with procedures and regulations. Verifies accuracy of calculations and completeness of data.
- Reviews purchase orders and quotes before submission to management. Works within specification preparation for locating vendors, suppliers and manufacturers for the Sewer District. Determines qualified vendors to contact to obtain price quotations.

- Evaluates quotations for least cost, best quality and vendor ability to meet required delivery date.
- Prepares and checks correspondence, reports, statistical data and source documents for purchase order entry.
- Monitors bid and proposal website for data accuracy.
- Generates purchase orders for all emergency purchase requests.
- Participates in cross-functional teams dedicated to the implementation and on-going facilitation of the organization’s purchasing information system. Assumes a team lead role while working with internal and external stakeholders to ensure system updates, data integrity and system integration.

Inventory Control

- Manages and inspects store facilities and premises. Manages physical inventories. Develops strategic plan to count 100% of storeroom inventory over a 12-month period. Implements measures to ensure material security and reduce shrinkage.
- Conducts regular assessments of purchasing and inventory control methods and tools. Recommends changes to improve efficiency and internal control. Evaluates the storeroom activities for accuracy and quality.
- Coordinates employee training sessions on purchasing and inventory policies and procedures.

Credit Card Program

- Manages the Sewer District’s credit card program and conducts credit card and reconciliation portal audits.
- Trains employees who have been issued a credit card for the first time. Conducts annual computer-based training to all Sewer District employees with credit cards.
- Provides all employees with the current credit card policy and procedures.

- Maintains merchant category codes by card holder group and works to resolve disputes and issues with merchant category codes when credit card purchases are declined.
- Provides quarterly report to Finance of current cardholders. Conducts audits to ensure all credit card policies and procedures are implemented.
- Works with management on budget preparation.

Management Responsibilities

- Assists with hiring, training, coaching and mentoring of assigned staff. Assesses performance, provides constructive feedback, documents discipline issues, provides additional training and takes corrective action as needed.
- Oversees timekeeping responsibilities including approving time worked and time off requests in the Human Resources Information System (HRIS).
- Acts as the interim Manager of Procurement Services as needed. Attends CRC meetings and monthly meetings with TSG and O&M. Oversees contract terminations, approvals, Request for Proposal (RFP) reviews, etc.
- Performs other duties of a similar nature as may be required.

MINIMUM JOB REQUIREMENTS

EDUCATION

- Candidate must possess a bachelor's degree preferably in Business with a concentration in Procurement, Supply Chain Management or Business Management.
- Equivalent combination of relevant education and experience may be substituted as outlined in the Education Equivalencies Policy.

EXPERIENCE

- Candidate must possess ten (10) years of experience in technical or industrial purchasing.
- Experience must include seven (7) years of supervising, managing and/or leading people, projects, and/or processes.
- Previous experience in a union environment and/or governmental purchasing preferred.

OTHER REQUIREMENTS

LICENSURE AND CERTIFICATIONS

- Candidate must possess a valid driver’s license with a driving record in accordance with the Sewer District’s acceptable guidelines.
- Certified Public Procurement Officer (CPPO), Certified Professional Public Buyer (CPPB) and Certified Purchasing Manager (CPM) preferred.

KNOWLEDGE, SKILLS AND ABILITIES

- Candidate must possess knowledge of principles and practices of purchasing management and administration, business law, contracts and governmental purchasing procedures.
- Candidate must possess effective written and verbal communication, organizational skills, decision-making abilities.

- Candidate must possess ability to manage large accounts and tackle emergencies and difficult situations.
- Candidate must possess negotiation and conflict resolution skills to address issues and opportunities for improvement.
- Candidate must be detail oriented and capable of managing large amounts of data, maintain detailed comprehensive records, analyze and organize information, have effective project and time management skills and be well organized.
- Candidate must be able to successfully perform general math calculations and have strong calculation skills.
- Candidate must possess the ability to effectively plan and coordinate, establish and maintain effective working relationships and prioritize workloads based on available resources.
- Candidate must be proficient in Microsoft Office Suite, including Word, Excel, Access, Outlook and PowerPoint.

PHYSICAL AND MENTAL REQUIREMENTS

During the course of performing the essential functions of this position, the employee must be able to analyze, communicate, comprehend, coordinate, make decisions, possess general intelligence, interact, interpret, negotiate, possess numerical intelligence, organize, problem solve, have resilience and perform tasks. Physical work will need to be performed, such as bending, driving, reaching, sitting, standing, talking, typing and walking. Repetitive movements will need to be performed such as simple grasping and fine manipulation with both hands. Ability to push, pull and lift from floor to waist or waist to shoulder up to 40 lbs. on an occasional basis may be necessary. Ability to withstand faint to moderate noise exposure for fifteen minutes or longer on a frequent basis is required.

Pay Range: USD, Commensurate with Experience

$80,606 - $100,758

Our Equal Employment Opportunity Statement

Our Accessibility Statement

Our Education Equivalencies Policy

Our Employee Benefits & Wellness Programs

We offer a comprehensive employee benefits package including Health Insurance Coverage, Various Retirement Planning Options (Ohio Public Employee Retirement System and Deferred Compensation Plans), Flexible Spending Accounts, Employee Assistance Program, Free Parking at our facilities, Corporate Discounts, and more! We also have an active Health & Wellness Program that promotes a life/work balance.

DISCLAIMER: The information outlined in this job description indicates the general nature and type of work performed by employees within this classification. It is not intended to provide a comprehensive inventory of all duties, responsibilities or competencies required of employees within this classification