Job Location
Date posted
February 14, 2024
Position title
Purchasing Manager

Position Summary


This position is responsible for the procurement of goods and services to meet facility needs, as well as assisting in the maintenance and administration of inventory and service contracts and capital project administration.


Essential Duties & Responsibilities

  • Selects vendors, assesses vendor capabilities, develops alternate sources, evaluates vendor performance and pricing and procures delivery of goods and services.
  • Works with the Department Directors on assigned capital projects and performs as a liaison between SMG and the City’s Procurement Department.
  • Ascertains that purchasing and receiving documents have been properly completed and terms and conditions of purchases are appropriate.
  • Maintains and manages open purchase order files and obtains the necessary records to close PO’s and facilitate payment processing.
  • Review and approve purchase orders entered by other departments and prepare requisitions for the finance department.
  • Prepare City required forms for capital purchases.
  • Maintains purchase order records and is responsible for issuing Emergency PO’s and verifies proper authorization on all approved purchase orders.
  • Assures that department pricing records are maintained, and purchases are followed-up on or expedited when required.  Department pricing records include price histories used to provide information on pricing used to analyze variances.
  • Recommends major purchases of materials and supplies based on anticipated changes in prices or on unusual availability situations.
  • Analyzes facility purchasing needs and identifies effective and efficient solutions.
  • Determines appropriate operating supply inventory levels and assists with systems used to provide proper controls and accountability over supply resources.
  • Provides updates on capital projects status to the General Manager, the Director of Finance and the Director of Operations.
  • Undertakes specifically assigned projects relating to procurement and provides summaries, reports and recommendations on these subjects
  • Responsible for qualifying and approving new vendors, maintains vendor records and obtains W-9’s.  Completes credit applications and secures required vendor purchasing agreements.
  • Issues and prepares purchase orders for all approved purchase requisitions and ensures proper purchasing policies and procedures are followed.
  •  Processes invoices for payment and performs the A/P function as needed. Works closely with the accounts payable and assists with facilitating the A/P function.
  • Assists with identifying fixed asset inventory for the records and utilization of the fixed asset tracking software.
  • Responsible for preparing daily deposits and properly securing deposits until transferred to bank courier. Prepares deposit documentation and transmission of documents to Accounting Manager.
  • Provide the highest customer service excellence.
  • Required to speak and understand basic English well enough to converse with customers, supervisors, and employees.
  • Maintain a professional work ethic.
  • Maintain a cooperative, team-like attitude in working with supervisors and fellow employees (including other departments).
  • Other duties as assigned.
  • Maintains approval workflow in Purchasing System, creates new users when needed. Communicates to third party when Purchasing System has issues.
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