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City of Fairburn
The Procurement Manager is an exempt professional level position that reports to the Finance Director. The purpose of this classification is to perform duties related to procuring materials, equipment, supplies, and services. Responsibilities include preparing and issuing Requests for Proposals (RFPs), Request for Quotations (RFQs), opening, and tabulating quotes, and providing information to vendors in accordance with purchasing laws. The Procurement Manager conducts internal procurement analysis and consultation in collaboration with City departments to source and make recommendations for materials, equipment, supplies, and services.
SCHEDULE: Normal operating hours: Monday – Friday, 8:00 am – 5:00 pm (schedule flexibility is available to accommodate the needs of the city).
ESSENTIAL DUTIES AND RESPONSIBILITIES
• Surveys vendors to evaluate products and supplies for the lowest prices; utilizes current supply catalogues and other references for sources of supply.
• Obtain price quotes from vendors and compares quotes with requested commodity specifications and availability of items.
• Collaborates with user departments to develop clear and concise technical bid specifications to meet department needs; ensures minimum requirements are clearly defined and allow for competitive quotes; and analyzes quotation specifications to ensure accuracy in defining a purchase such as supplies, equipment, services, or materials.
• Prepares and issues quotes and related materials; distributes quotes to vendors; opens and tabulates quotes; analyzes bids to determine most responsible/responsive bidders; sends results of quote responses to request City departments; and prepares and issues addendums to notify vendors of additions/changes in quote solicitations. Printed - 5/10/2022 Procurement Manager
• Maintains lists of active vendors; provides information on vendors to City personnel engaged in departmental purchasing processes; and maintains vendor files for vendors that solicitations have been sent to.
• Prepares and generates purchase orders and/or service contracts utilizing automated financial systems and ensures that specifications and commodity codes are current.
• Conducts training with city employees on the procurement process; periodically reviews the City’s Purchasing Policy and makes recommendations that are in accordance with current purchasing trends.
• Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures; receives and reviews various documentation, including Solicitation Responses, Evaluation Documents, specifications, insurance certificates, invoice, payment vouchers, and time sheets; reviews, completes, processes, forwards or retains as appropriate.
• Prepares or completes various forms, reports, correspondence, and other documentation, including notification letters, payment vouchers, production/status reports, addendums, purchase orders, recommendation letters, and termination letters; compiles data for further processing or for use in preparation of department reports; and updates/maintains a wide variety of computerized and/or hardcopy procurement and product documents/records.
• Communicates with supervisor, department liaison(s), sales representatives, consultants, vendors, the public, and other individuals as needed to coordinate procurement activities, review status of requisitions, exchange information, resolve problems, or provide assistance.
• Defines contract recommendations that support department business goals in collaboration with senior management and internal customers.
• Establishes and maintains regular written and in-person communications regarding contract activities with organization executives, department heads and end users.
• Provides analytical data and information to support procurement initiatives and contract negotiations.
• Conducts market research to identify potential suppliers.
• Maintains contractor database and monitors contract for performance of essential terms including renewal and expiration protocols.
• Monitors contract performance for compliance with organizational needs and requirements, including following up checks for corrective action, and regular contractor performance evaluations.
• Conducts pre-bid meetings.
• Develops procurement strategies.
• Monitors all purchases.
• Bachelor’s degree in accounting, business, public administration, or a related field required; supplemented by (3) three years of experience in procurement, purchasing or contract administration or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.
• Possess a valid Georgia driver’s license and maintain a satisfactory driving record.
• Professional designation as a Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) issued through the Universal Public Purchasing Certification Council (UPPCC) is preferred.
• Experience in the public sector or local government is preferred.
Knowledge, Skills & Abilities -
• Ability to demonstrate proficiency in performance of the essential functions and learn, understand, and apply all City or departmental policies, practices, and procedures necessary to function effectively in the position.
• Knowledge of the public purchasing principles and practices, including competitive bidding procedures.
• Knowledge of relevant local, state and federal regulations.
• Knowledge of the methods and techniques used in the grading and analysis of the quality of supplies, materials, and equipment.
• Knowledge of computers, and job-related software programs.
• Knowledge of supply sources.
• Skill in establishing priorities and organizing work.
• Skill in developing specifications for purchases.
• Skill in public and interpersonal relations.
• Skill in oral and written communication.
PHYSICAL DEMANDS & WORK CONDITIONS
Work is typically performed while sitting at a desk or standing for brief periods of time. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.
Essential functions are regularly performed without exposure to adverse environmental conditions.
The City of Fairburn is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. In compliance with the American Disabilities Act (ADA) reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description. Prospective and current employees are encouraged to discuss accommodations with the employer.p >