Job description

General Statement of Job
The Purchasing Manager is responsible for the supervision and direction of the daily purchasing operations, which include purchasing of supplies, equipment and service through competitive bid and/or negotiated sale; surplus property disposal; fixed asset maintenance, update, and entry; physical tagging of asset acquisitions; annual inventory and execution of service contracts for the City Commission, City Administrator, departments and divisions.
The Purchasing Manager has the authority to take any reasonable action necessary to carry out those assigned responsibilities so long as such action is consistent with sound management techniques and is in accordance with established city policies and procedures and provisions of the city charter and the State Law which relate to procurement and related matters.
Guidelines include established City Policies and procedures; State regulations pertaining to procurement practices, buyer/seller relationships; basic contract law; basic principles and practices of management, purchasing administration and public administration. Essential Functions
Essential Functions: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.
Directs the work activities of the Purchasing Division, which includes supervising the work of and evaluating performance of assigned personnel, preparing and controlling expenditures from the approved operating budget, administration of contracts, and the development and implementation of programs and operational procedures for the Purchasing Division.
Maintains and updates fuel card records and software information.
Oversees credit card (PCard) program, including software interface, card issuing and monetary limits, and periodic upload of data.
Reviews departmental requisitions and contractual services for all using departments/divisions of the City. Insures that purchasing methods are observed within the intent of federal, state, and local regulations.
Evaluate bid results and make recommendations for award of bids and proposals. Attend commission meetings to address procurement issues.
Negotiates contracts and consults with vendors. Performs contract administration and maintenance as required.
Authorizes issuance and signs contracts and purchase orders for the acquisition of services, equipment and operating materials. Performs analysis of data to determine appropriate procurement strategies.
Provides research assistance and guidance to the departments relating to specification development, material forecasting, and purchase and use of products.
Coordinates the tracking of all fixed assets including acquisitions, tagging, and disposals. Ensures data is maintained in City"s database/financial system.
Supervises and coordinates public sale of surplus materials.
Performs periodic inventories of all fixed assets within the City.
Prepares reports concerning the purchasing function.
Serves as the administrator for FEMA reimbursement grants. Accurately tracks labor, equipment and material expenses for disaster responses. Ensures debris hauling is properly documented. Supervises debris hauling, monitoring and grant consultants and ensures contracts are properly followed. Uploads reports in both the FEMA, State of Florida and Seminole County disaster portals. Ensures all expenses are accurately documented (receipts, invoices and ICS 214 forms). Regularly communicates with FEMA and State Representatives. Ensures payments are received and projects are closed out. Creates and administers a data base for documentation.
Serves as the Logistics Section Head for EOC activations.
Handles new Cell Phone tower registrations and holds all the bonds.
Stores and manages all vendor Certificates of Insurance annually as required by Florida Law.
Handles the preliminary and final year closeouts in the Edmunds system.
Creates a GIS compatible document listing for all the City"s addresses by the Florida Department of Revenue.
Serves as the City lead in multiple Cooperative Purchasing agencies.
Follows and enforces safe working practices and has a working knowledge of safety practices and procedures in accordance with the City"s Safety and Health Program.
All employees serve an essential role in the City"s disaster preparation and/or disaster recovery efforts, as may be designated by the City"s Emergency Manager.

Additional Duties:
Performs related tasks or other duties as required or assigned. Minimum Qualifications
Bachelor's degree in business, public administration or related field; and three (3) years experience in governmental procurement operations; or an equivalent combination of related training and experience. Related experience may be substituted in lieu of degree. Preference will be given to applicants possessing purchasing certificate(s) as a Certified Purchasing Manager (CPM) and/or Certified Public Purchasing Officer (CPPO) and contract certificate(s) as a Certified Contract Manager and Certified Contract Negotiator. Must maintain a Florida driver"s license with an acceptable driving record. Must have or be able to complete ICS 100, 200, 300, 700 and 800 courses within six (6) months of hire. Special Requirements
Special Requirements - Thorough knowledge of laws, regulations and statutes of government procurement and contracts.
Ability to plan, organize, supervise, and coordinate the work of all levels of city personnel.
Ability to establish and maintain effective working relations with department heads, elected officials and the general public. Technical Requirements
Ability to use standard office equipment, including multi-line telephones, personal computers, word processing and data base applications. Working Conditions
The duties of this job include physical activities such as stooping, kneeling, standing, reaching, walking, lifting (up to 20 pounds), grasping, talking, and hearing/listening, seeing/observing, and repetitive motions.
The majority of work is performed in an office setting; and employees may remain in a seated position for extended periods of time. Disclaimer
The City of Longwood is an Equal Opportunity Employer. In compliance with The Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with the employer. Application Special Instructions

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