Purchasing Services Manager

Job Summary

UPDATE: The application filing period for this recruitment was extended until Monday, February 1, 2020. Applications must be submitted by 5:00 pm PST. Please note this application filing period may be subject to change.

Who We Are
The City of Beverly Hills has a long-standing reputation for providing superior customer service to residents, businesses, and visitors. This characteristic, combined with outstanding staff in all departments, has been a hallmark of success for this high performance organization. The municipal government (approximately 1,080 full-time and part-time employees) provides the highest quality safety services, recreational, municipal services, and physical environment.

What We Do
The Finance Department provides a variety of services to other City departments and to the public that includes finance/accounting, budget, and revenue. The Finance Department is responsible for the management and oversight of the City's budget, purchasing, accounts receivable and payable, investments, business tax collection, audits, business and transient occupancy tax collections, cashiering functions, utility billing and accounting activities.

What We're Looking For
The City of Beverly Hills is seeking an outstanding Purchasing Services Manager in the Finance Department to plan, organize, direct and coordinate the activities of the Purchasing Division as well as coordinate purchasing activities with other divisions, departments, and external agencies. Additionally this role will be expected to manage the City's comprehensive procurement program as well as directly supervise the Purchasing Division's staff. This role is responsible for assuring requisitions and purchases of equipment, goods, supplies and services are in accordance with established policies, procedures, and the City's Municipal code. The ideal candidate would have direct experience in inventory management, has spearheaded process improvement projects, and has a solid understanding of compliance and legal implications related to governmental purchasing. In addition to being detail oriented and possessing excellent customer service and strong written and oral communication skills, the ideal candidate should be well organized, forward-thinking, and looking for ways to improve processes to increase efficiencies. This position reports directly to the Assistant Director of Finance.

Selection Process
Candidates who meet the minimum qualifications and whose interests and experience appear to meet the desired qualifications of the position will be invited to participate in the next steps of the recruitment process which will include:

• Supplemental Questionnaire
• Written Exam (tentative)
• Oral Exam
• Technical Writing Project (tentative)

All applicants will be notified of their status approximately 2-3 weeks after the close of the recruitment.

Conviction History
As a finalist for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a finalist. Having a conviction history does not automatically preclude you from a job with the City. If you are selected as a finalist, you will be contacted to schedule a fingerprinting appointment.

Conclusion
Verification: Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. Note: Falsifying one's education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City of Beverly Hills.

Disaster Service Workers
All City of Beverly Hills employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Major Duties

DEFINITION

To plan, organize, direct and coordinate the activities of the purchasing division within the Finance Department including managing a comprehensive city-wide procurement program to assure the requisition and purchase of equipment, goods, supplies and services are in accordance with established policies and procedures; to coordinate purchasing activities with other divisions and departments; and to provide highly complex staff assistance to the Assistant Director of Finance and Director of Finance.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the Assistant Director of Finance. May receive general direction from the Director of Finance.

Exercises direct supervision over assigned professional, technical and administrative support staff.

May provide technical direction to positions in Central Stores involved in the procurement process.

EXAMPLES OF ESSENTIAL DUTIES- Duties may include, but are not limited to, the following:

• Develop and implement divisional goals, objectives, policies and procedures ensuring compliance with City Municipal Codes, State and Federal procurement codes and regulations.
• Manage the daily operation of the City's procurement function. Plan, organize and direct city-wide program activities involving the purchase of supplies, equipment, and services for City departments; develop and adapt work methods and procedures to meet divisional, department, and city-wide needs.
• Direct, oversee and participate in the development of the procurement program work plan; assign work activities, projects, and programs; monitor workflow; review and evaluate work products, methods and procedures.
• Prepare the purchasing budget; assist in budget implementation; participate in the forecast of additional funds needed for staffing, equipment, materials and supplies; administer the approved budget.
• Recommend the appointment of personnel; provide or coordinate staff training; conduct performance evaluations; implement discipline procedures as required; maintain discipline and high standards necessary for the efficient and professional operation of the department.
• Collect and analyze data for program and policy development; develop and implement long range and strategic plans for general City-wide procurement program and the Emergency Operations Center (EOC) procurement and logistics program.
• Assist with the development and implementation of standardized City-wide Request for Proposal and Bid policies and procedures.
• Facilitate and support the purchase of equipment, goods, supplies and services in accordance with established policies and procedures; conduct and facilitate procurements as needed; draft procurement policies and procedures as needed.
• Assist with the coordination of City-wide inventory of assets.
• Provide procurement policy and procedural guidance; coordinate and conduct procurement training and liaison meetings with purchasing and central stores staff, and department liaisons.
• Perform compliance reviews (approve purchasing requisitions), purchase orders, and contracts to ensure compliance with applicable laws, policies and procedures; ensure all procurement requirements are full-filled to preclude bid protests and other legal challenges and litigation.
• Advise department management staff and purchasing liaisons of procurement matters of particular interest, sensitivity or legal consequence; communicate and interpret technical issues related to the City's automated procurement system; interface with management staff to resolve departmental compliance issues.
• Evaluate, recommend and implement strategic procurements.
• Act as a resource for City departments regarding purchasing activity and technical requirements for goods and services.
• Provide high levels of customer service to City departments while simultaneously exercising appropriate fiduciary responsibility.
• Actively participates in the formal and informal bid process led by operating City departments with procurement needs.
• Authorizes and exercises control over the direct purchase of materials by operating departments where it is in the best interests of the City to do so.
• Represent the division and department to outside agencies and organizations; participate in outside community and professional groups and committees; provide technical assistance as necessary.
• Research and prepare technical and administrative reports; prepare written correspondence.
• Assist new or existing staff in learning departmental practices and protocols, methods, and procedures.
• Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
• Foster an environment that embraces diversity, integrity, trust, and respect.
• Be an integral team player, which involves flexibility, cooperation, and communication.
• Perform related duties as assigned.

Minimum Qualifications

Experience and Training

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience:

Five years of increasingly responsible experience in purchasing or procurement management, including two years of supervisory responsibility.

Training:

Equivalent to a Bachelor's degree from an accredited college or university with major course work in economics, accounting, finance, business administration, public administration or a related field.

Knowledge, Skills & Abilities

Knowledge of:

• Principles and practices of purchasing, administration, budget, and personnel management including performance measures.
• Principles and practices of leadership, motivation, team building and conflict resolution.
• Pertinent purchasing local, state and federal rules, regulations and laws.
• Standard office procedures, computer equipment and applicable software applications.
• Principles of automated budget and procurement systems.
• Governmental accounting principles and financial systems.
• Principles and practices of organizational analysis and management.
• Budget and cost accounting procedures, practices and techniques.
• Principles and practices of supervision, training and personnel management.

Ability to:

• Organize and direct the purchasing division operations.
• On a continuous basis, analyze budget and technical reports; interpret and evaluate staff reports; know laws, regulations and codes; observe performance and evaluate staff; problem solve department related issues; remember various rules and procedures; and explain and interpret policy.
• Utilize various software programs to analyze and maintain large amounts of data to create complex reports.
• Perform business process review and make recommendations for system improvements.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Gain cooperation through discussion and persuasion.
• Interpret and apply City and department policies, procedures, rules and regulations.
• Supervise, train and evaluate personnel.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Work with various cultural and ethnic groups in a tactful and effective manner.
• Communicate clearly and concisely, both orally and in writing.