PURCHASING MANAGER
DEFINITION
Under general direction, plans, organizes, oversees, coordinates, and manages the staff and operations of the Purchasing Division, including all purchasing and warehouse activities; participates in the development of policies and strategies for division operations; manages the effective use of division resources to improve organizational productivity and customer service; provides complex and responsible support to the Director of Finance in areas of expertise; and performs related duties as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the Director of Finance. Exercises direct supervision over technical and administrative support staff.
CLASS CHARACTERISTICS
This is a management classification responsible for planning, organizing, reviewing, and evaluating the activities and operations of the Purchasing Division, including procurement, contract administration, vendor management, purchasing compliance, warehouse operations, and related functions. Incumbents are responsible for performing diverse, specialized, and complex work involving significant accountability and decision-making responsibilities, including development and implementation of purchasing policies and procedures, budget administration, operational planning, program evaluation, personnel administration, and ensuring compliance with applicable laws, regulations, and procurement requirements. Performance of the work requires the use of considerable independence, initiative, and discretion within broad guidelines.
EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job.
Plans, manages, and oversees the daily functions, operations, and activities of the Purchasing Division, including procurement, contract administration, purchasing compliance, vendor management, purchasing systems, warehouse operations, surplus property, and related functions.
Supervises, trains, assigns, reviews, and evaluates the work of assigned professional, technical, warehouse, and administrative support staff; establishes work priorities; provides direction and staff development; and supports effective service delivery.
Participates in the development and implementation of goals, objectives, policies, procedures, internal controls, work standards, and operational priorities to support consistent, transparent, and compliant purchasing operations.
Manages and performs the most complex procurement, contract administration, purchasing compliance, vendor management, analytical, and project assignments assigned to the division.
Leads, reviews, and coordinates complex formal solicitations, including invitations for bids, requests for proposals, requests for qualifications, evaluation processes, vendor communications, addenda, responsiveness reviews, protest issues, award recommendations, and related procurement documentation.
Reviews, develops, and coordinates contracts, amendments, purchase orders, blanket purchase orders, cooperative agreements, and related procurement documents for compliance with City policy, municipal code, budget authority, legal requirements, insurance requirements, Council authority, and public procurement best practices.
Determines appropriate procurement methods and strategies for goods, services, professional services, public works projects, emergency purchases, cooperative agreements, sole source requests, and other complex procurements within established authority and applicable requirements.
Provides City-wide procurement guidance to departments regarding purchasing thresholds, Council approval requirements, procurement methods, vendor selection, contract routing, public works requirements, grant-funded purchases, purchasing card requirements, and compliance documentation.
Interprets and applies procurement-related laws, regulations, municipal code provisions, policies, procedures, contract requirements, internal controls, and funding requirements; identifies matters requiring legal, executive, budgetary, risk management, or departmental review.
Oversees the City’s purchasing card program, including policy guidance, transaction review support, documentation requirements, staff training, cardholder guidance, compliance monitoring, audit readiness, and corrective direction when transactions do not align with policy.
Manages vendor compliance and vendor administration matters, including vendor documentation, insurance requirements, pricing issues, delivery concerns, vendor performance, disputes, protests, corrective follow-up, and vendor communication.
Develops, updates, and maintains purchasing procedures, forms, templates, training materials, user guides, operational documentation, and related resources to support consistent procurement practices across the organization.
Provides procurement-related training and technical guidance to City staff, departments, purchasing card holders, vendors, and assigned staff regarding purchasing procedures, solicitation requirements, contract routing, vendor registration, compliance standards, and procurement best practices.
Conducts complex procurement, contract, operational, and policy analyses; researches procurement trends, cooperative purchasing opportunities, market conditions, vendor capacity, regulatory changes, and best practices; prepares recommendations related to purchasing operations.
Prepares, reviews, and supports Council staff reports, agenda items, contract awards, procurement recommendations, surplus property actions, cooperative purchasing approvals, policy updates, and related documentation.
Oversees warehouse operations and surplus property processes, including inventory control, receiving, delivery coordination, disposition of surplus property, documentation, vendor coordination, and compliance with applicable City procedures.
Coordinates with Finance, Budget, Accounting, Risk Management, Human Resources, the City Attorney, departments, vendors, contractors, consultants, public agencies, and cooperative purchasing organizations on procurement, contract, staffing, insurance, payment, public works, legal, operational, and compliance matters.
Monitors procurement workload, purchasing systems, vendor records, purchase order activity, contract files, warehouse activities, internal controls, and process improvements to support operational efficiency, audit compliance, service levels, and procurement transparency.
Participates in the development, administration, and monitoring of division budgets and resource needs; reviews purchasing, contract, warehouse, surplus, and related expenditure activity for compliance with budget authority and established procedures.
Represents the Purchasing Division in meetings, job walks, trainings, vendor discussions, interdepartmental projects, public agency coordination, and management-level discussions involving procurement strategy, contract compliance, warehouse operations, and citywide service delivery.
Receives, investigates, and responds to complex and sensitive procurement, vendor, contract, purchasing, warehouse, and service delivery issues; identifies findings and implements corrective actions within assigned authority.
Ensures staff compliance with City and mandated safety rules, regulations, and protocols.
Performs related duties as assigned.
QUALIFICATIONS
Knowledge of:
Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and project management.
Principles and practices of budget development and administration.
Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
Principles and practices of leadership.
Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned areas of responsibility.
Organization and management practices as applied to the development, analysis, and evaluation of programs, policies, and operational needs of the assigned area of responsibility.
Principles and practices of contract administration and management.
Procurement for various commodities and services utilized by government agencies.
Principles, practices, methods, and procedures of public procurement, purchasing, contract administration, supplier relationship management, and inventory control.
Formal solicitation processes including invitations for bids, requests for proposals, requests for qualifications, cooperative purchasing, and public works procurement.
Record keeping methods related to the purchasing function.
Sources and types of equipment and supplies used by a municipality.
Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
Recent and on-going developments, current literature, and sources of information related to the operations of the assigned division.
Methods and techniques of preparing technical and administrative reports, and general business correspondence.
City and mandated safety rules, regulations, and protocols.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Ability to:
Plan, organize, oversee, and manage the staff and operations of the Purchasing Division.
Develop and implement goals, objectives, practices, policies, procedures, and work standards.
Prepare and administer large and complex budgets; allocate limited resources in a cost-effective manner.
Provide administrative, management, and professional leadership for the division.
Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
Interpret, apply, explain, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations.
Evaluate and develop improvements in operations, procedures, policies, or methods.
Appropriately interpret and implement purchasing rules and guidelines.
Manage and perform complex procurement, contract administration, compliance, analytical, and operational assignments while balancing division management responsibilities.
Analyze procurement, contracting, operational, regulatory, and organizational issues and develop effective solutions and recommendations.
Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
Analyze, interpret, summarize, and present technical information and data in an effective manner.
Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
Effectively represent the division and the City in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
Direct the establishment and maintenance of a variety of filing, record-keeping, and tracking systems.
Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education: Equivalent to a bachelor’s degree from an accredited college or university with major coursework in business, public administration, finance, accounting, procurement, contract management, or a related field.
Experience: Five (5) years of professional public procurement experience soliciting and contracting complex procurements, including construction, professional consultant services, and grant-funded projects, including two (2) years of experience in a lead, supervisory, or management capacity.
Licenses and Certifications:
Possession of a valid California Driver’s License, to be maintained throughout employment.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various City sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds.
ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing divisional policies and procedures.
Purchasing Manager
September 2026
FLSA: Exempt