Purchasing Supervisor

Job Summary

Administers the County's procurement and contracting functions while ensuring compliance with federal, state, and local laws, County policy, and ethical procurement standards. Provides strategic leadership for purchasing operations, contract administration, procurement system management, and continuous process improvement. Serves as the County's procurement subject matter expert and works collaboratively with departments to obtain best value while maintaining transparency, fairness, and accountability.

Procurement and Contract Administration

• Oversees formal and informal procurement processes including Invitations for Bid (IFB), Requests for Proposals (RFP), Requests for Qualifications (RFQ), and competitive quotations.
• Develops procurement and acquisition strategies for complex, high-value, or sensitive procurements.
• Develops procurement schedules, specifications, scopes of work, solicitation documents, and evaluation criteria.
• Facilitates solicitation openings and ensures procurement activities comply with applicable laws and County policy.
• Reviews proposals for responsiveness and responsibility and coordinates evaluation committees.
• Negotiates pricing, contract terms, and procurement strategies that maximize value and reduce organizational risk.
• Prepares and administers contracts resulting from competitive procurements.
• Participates on proposal evaluation committees as chair or team member.
• Solves procurement issues, vendor disputes, and contract performance concerns.
• Maintains cooperative purchasing agreements and evaluates opportunities to leverage regional and national purchasing cooperatives.
• Negotiates and administers County-wide pricing agreements and strategic contracts.
• Oversees competitive negotiations, procurement protests, and dispute resolution in accordance with County policy

Purchasing Operations

• Oversees daily purchasing operations and purchasing staff.
• Reviews requisitions for completeness, compliance, funding, and procurement method.
• Provides procurement guidance to County departments.
• Oversees purchase order management including issuance, modifications, closures, and fiscal year rollover activities.
• Maintains contract renewal schedules and procurement calendars.
• Covers purchasing activities to ensure timely acquisition of goods and services.
• Aids departments with procurement planning for complex purchases.

Financial Systems and Compliance

• Serves as functional administrator for purchasing-related processes within the County's financial management system, including system configuration, testing, implementation, and improvement.
• Maintains purchasing configurations, controls, and workflow approvals.
• Participates in governance and change management activities related to the financial system.
• Ensures purchasing transactions comply with County policy, grant requirements, and applicable procurement regulations.
• Monitors procurement activities for audit readiness and internal control compliance.
• Maintains procurement documentation and records in accordance with retention requirements.

Leadership and Customer Service

• Serves as the County's primary procurement advisor.
• Buils collaborative relationships with departments, vendors, and external agencies.
• Supervises, coaches, and develops assigned staff.
• Establishes departmental goals, priorities, and performance expectations.
• Mentors and develops staff through coaching, and professional development related to procurement operations.
• Participates as a member of the Finance Leadership Team.
• Identifies opportunities for operational improvement and increased efficiency.
• Represents the County in professional procurement organizations and maintains knowledge of industry best practices.

Board and Public Administration

• Aids departments with procurement items presented to the Board of County Commissioners.
• Reviews agenda materials for procurement-related items.
• Helps prepare staff reports and presentation materials.
• Aids departments in preparing responses to anticipated Board and public questions regarding procurement recommendations.
• Represents the Purchasing Division before County leadership, elected officials, vendors, and the public.

Continuous Improvement

• Evaluates procurement processes and recommends operational improvements.
• Implements best practices that improve efficiency, transparency, compliance, and customer service.
• Utilizes data and performance metrics to monitor procurement effectiveness.
• Pursues continuing education and professional certifications to maintain current procurement expertise.

Minimum Qualifications Required

• Education and Experience: Requires a Bachelor's degree in business or public administration, or a related field along with 5+ years in procurement or purchasing, including at least 1-2 years in a lead or supervisory role.
• Licenses & Certifications: Certified Public Purchasing Buyer (CPPB) or equivalent public procurement certification designation preferred.

Physical Requirements And Working Environment

• Requires standing, stooping, sitting, bending, twisting, and lifting up to 25 pounds.
• Work is generally confined to a standard office environment.

In Compliance With The Equal Pay For Equal Work Act

• The following items can be used as a determining factor in the starting and ongoing wage of an employee working in this position:
• A seniority system that rewards employees based on length of employment.
• A merit system that rewards employees for exceptional job performance.
• Education, training, or experience to the extent that they are reasonably related to the work in question.