Purchasing Supervisor (20221637)

Category: Purchasing
Region: Ventura County
Job Type: Full-Time
Close Date: Until filled
Salary: $42.57-$63.86 Hourly

Location
2100 Thousand Oaks Blvd, Thousand Oaks, 91362

Description
The City of Thousand Oaks is seeking a collaborative and results-oriented Purchasing Supervisor with excellent communication, strong technical experience, and effective customer service skills to join our Finance Department team. The Purchasing Supervisor manages the daily operations and staff of the purchasing and Municipal Services Center (MSC) warehouse functions for the City, ensuring material and service requirements are met in a timely, efficient, effective, and ethical manner. The ideal candidate will be an energetic problem-solver, ready to embrace challenges with creative solutions and advancements in technology.
The Purchasing Supervisor works closely with Departments, providing technical support, information, and assistance for purchasing materials, supplies, and services. The successful candidate will interpret, explain and diplomatically enforce compliance with City procurement policies and procedures and all Federal and State rules and regulations. This position works closely with the Accounting and Information Technology Divisions, collaboratively improving processes and procedures for efficient vendor management and payments, ensuring effective internal controls are implemented, monitored, and audited.
 
Primary responsibilities include:

• Supervises and participates in developing, implementing, and evaluating plans, work processes, systems and procedures to achieve annual goals, objectives and work standards.
• Participates in the selection of Purchasing and warehouse staff; provides or coordinates staff training; works with employees to correct deficiencies; conducts staff meetings as necessary.
• Establishes schedules and methods for providing Purchasing and warehouse services; identifies resource needs; reviews needs with appropriate management staff; allocates resources accordingly.
• Provides leadership and works with staff to ensure a high performance, customer service-oriented work environment that supports achieving the department’s and the City’s mission, objectives, and values.
• Plans, organizes and supervises the City’s purchasing operations; reviews, monitors, and approves City purchases; approves purchase requisitions, purchase orders and related documents for completeness, accuracy, and compliance with purchasing and budgetary policies and procedures; ensures effective inventory control and issuance of equipment and supplies.
• Trains other departmental staff on purchasing rules and regulations through Purchasing Committee, meeting with division managers, and one-on-one meetings; conducts procedural research when new issues arise and need to be researched, evaluated, and implemented.
• Administers formal and informal bidding and Request for Proposal (RFP) processes; assists departments with preparation and review of RFP and bid documents; ensures development of a competitive product specification; ensures all federal, state, and local laws are met; evaluates bids against specifications and in accordance with City code, laws, and established policy.
• Oversees and administers the City’s Cal Card Program; opens and closes accounts; conducts training sessions for new cardholders; monitors payments of invoices and types of purchases; audits cardholder statements; reviews vendor activity reports on a quarterly basis to determine if better pricing could be obtained through competitive bidding; prepares reports for Finance Director regarding card use.
• Oversees, monitors, and utilizes the purchasing web site to solicit bids and review vendor activity; evaluates the vendor list to ensure integrity and accuracy of list; ensures all active vendors are registered; maintains solicitation to keep all data current.
• Oversees and manages vendor information and payment system entry including W9 processes and procedures.
• Oversees the activities for the MSC warehouse including the effective management of inventory and annual inventory count process.
• Maintains and updates a variety of manuals including purchasing manual and Cal Card administrative manual.
• Maintains current knowledge of new trends and innovations in the fields of purchasing and inventory management; attends and participates in professional group meetings; participates in professional development activities.

Ideal Candidate
The ideal candidate should possess a combination of education and experience that would provide the required knowledge and abilities such as:

• A Bachelor’s Degree from an accredited college or university with major course work in business administration, public administration, or a related field.
• Six years of responsible purchasing experience including one year of lead supervisory responsibility.
• The ideal candidate should have the ability to:
• Understand, interpret, explain, and apply applicable federal, state, and local policies, laws, and regulations.
• Supervise, coordinate, and direct purchasing and warehouse programs.
• Select, train, supervise, organize, and review the work of assigned staff involved in purchasing and warehouse functions.
• Analyze complex information and problems, evaluate alternatives and make sound recommendations.
• Exercise sound independent judgment within general policy guidelines.
• Negotiate effective purchasing contracts based on quality, quantity, and price.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Benefits
The City of Thousand Oaks offers excellent benefits including: 
Medical, Dental, Vision, Pension Retirement Plan, 401(a), Retirement Health Savings Plan, Tuition Reimbursement and more.  Click here for more information. 

Special Instructions
FILING DEADLINE:   Open until filled; First review of candidates: Monday, April 4, 2022
APPLY ONLINE TODAY: City of Thousand Oaks - Purchasing Supervisor | CalOpps
Please note, the recruitment may close without notice at any time.

SUPPLEMENTAL QUESTIONNAIRE - Applicants are required to complete the Supplemental Questionnaire. This will be used throughout the process to assist in determining each applicant's qualifications for the position.

REASONABLE ACCOMMODATION - The City of Thousand Oaks makes reasonable accommodation for individuals with disabilities to participate in the selection process. If you wish to request an accommodation in order to participate in the selection process, you must inform the Human Resources Department in writing no later than the final filing date. Applicants requesting an accommodation should document the request including the type and extent of accommodations requested to participate in the selection process and/or perform the duties of the job for which applied.

VETERAN'S PREFERENCE - In order to qualify for Veteran’s Preference a Form DD214, or other acceptable proof of service, must be submitted by the deadline date/time noted in the job announcement. Any veteran who has successfully completed all phases of a selection process for employment with the City shall be granted a final interview regardless of his or her ranking on the eligibility list, providing he/she meets the criteria for an eligible veteran.
The provisions of this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.

Recruitment Contact
Contact phone: (805)449-2144
Contact email: [email protected]