Purchasing Manager

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; of asset acquisitions; annual inventory and assisting with the execution of service contracts for the City Commission, City Manager, departments and divisions. This position plays a pivotal role in overseeing complex procurement projects, guiding Department staff, and collaborating with internal and external stakeholders to drive effective purchasing operations.

The Purchasing Manager supports strategic sourcing initiatives and ensures compliance with procurement policies and standards.

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.

Oversee the activities of the Purchasing Division, which includes supervising the work of and evaluating performance of assigned personnel, assisting departments with preparing and controlling expenditures from the approved operating budget, administration of contracts, and assisting the Finance Director with the development and implementation of programs and operational procedures for the Purchasing Division.

Provide procedural guidance and interpret specifications for staff to ensure efficient procurement practices.

Coordinate staff involvement in procurement training and pre‑bid/bid opening conferences.

Receive contract bids, RFPs, and Request for Information and confer with departments regarding preparation of formal solicitations and bid packages. Recommend alternatives that would result in greater value or efficiency.

Serve as a collaborative partner to departments, providing guidance on appropriate procurement methods to address unique and complex purchasing needs.

Train and mentor Purchasing staff, as well as internal employees who serve as the department purchasing contact.

Collaborate with departments on training opportunities ensuring staff understand purchasing policies and standards; with the goal of continuing to move the city forward.

Oversee the issuance of credit cards (PCard) and fuel cards, including pulling reports for monthly spending, and updating monetary spending limits as needed.

Review departmental requisitions and contractual services for all using departments/divisions of the City. Ensure that purchasing methods are observed within the intent of federal, state, and local regulations.

Evaluate bid results with the assistance of departments and make recommendations for award of bids and proposals. Attend commission meetings to address procurement issues.

Consult with vendors to perform contract administration and maintenance as required.

Authorize issuance and signs contracts and purchase orders for the acquisition of services, equipment and operating materials. Perform analysis of data to determine appropriate procurement strategies.

Provide research assistance and guidance to the departments relating to specification development, and material forecasting.

Coordinate the tracking of all fixed assets including acquisitions and disposals. Ensures data is maintained in City’s database/financial system in coordination with the Finance Director.

Oversee and coordinates public sale of surplus materials.

Ensure departments are performing periodic inventories of all fixed assets within the City.

Serve as the administrator for FEMA reimbursement grants. Assist with records regarding labor, equipment and material expenses for disaster responses, as needed. Uploads reports in both the FEMA, State of Florida and Seminole County disaster portals. Ensure payments are received and projects are closed out.

Assist in FEMA logistic operations for EOC activations.

Responsible for emergency contracts and EOC procurement activities, coordinate with departments to ensure that all related agreements and purchase orders comply with 2

CFR
200 and FEMA reimbursement requirements.

Store and manage all vendor Certificates of Insurance annually as required by Florida Law.

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