Purchasing and Contracts Supervisor

Performs complex professional and administrative work supporting the Towns procurement and contracting functions. This position is responsible for ensuring that all procurement activities comply with applicable laws regulations and Town policies while promoting transparency fiscal responsibility and operational efficiency. This position is designated as essential during emergency or disaster situations. Work is performed with limited direction from the Assistant Finance Director.

Essential Job Functions

• Supports the procurement process to ensure purchases are made as efficiently and effectively as possible in compliance with Town policies and procedures North Carolina General Statutes and Federal regulations.
• Tracks all vendor contracts subscriptions and renewals; coordinates with departments to manage renew terminate or re-bid.
• Assists with all formal and informal bid processes including the review and approval of all RFPs and RFQs; evaluates and analyzes bids; coordinates selection activities and recommends awards as needed.
• Manages outstanding purchase orders and works with staff and vendors to ensure invoices are received promptly; processes purchase order adjustments and change orders ensuring compliance with established policies and procedures.
• Administers issuance of Town credit cards reviews transactions and performs periodic audits and compliance monitoring.
• Advises departments and suppliers on purchasing policies bid statutes needs specifications and best practices for cost-effective and efficient procurement.
• Supports trains and mentors staff within the Purchasing team ensuring high performance and professional development.
• Identifies potential risks in procurement operations including supply chain disruptions vendor reliability and legal risks; develops strategies to mitigate these risks and ensure continuity of operations.
• Performs market research to identify cost trends as well as alternative opportunities for purchasing such as additional cooperatives or piggybacking; coordinates with intergovernmental entities for shared contracting opportunities.
• Evaluates supplier performance and manages contract compliance; identifies opportunities for cost savings and process improvements in procurement and contract administration.
• Prepares mandated procurement reports (i.e. MWBE/HUB reporting procurement statistics) as well as procurement records requests.
• Partners with departments to develop and maintain contracts and procurement tools; assists with specifications and negotiations for purchase agreements; ensures procurement needs are met and purchasing policy and procedures are followed.
• Ensures preaudit procedures are met and works with departments to resolve any discrepancies.
• Evaluates and maintains purchasing and meal/travel allowance policies and procedures updating annually as needed.
• Assists with preparation of the annual budget and budget manual.
• Performs work during emergency or disaster situations upon request and as assigned by management.
• Promotes and demonstrates organizational culture core values and leadership philosophies consistent with or complementary to Town administration.

• Bachelors degree with coursework in purchasing/procurement Business Administration Accounting Finance or related field and considerable (3-5 years) experience in procurement and purchasing ideally in a public or government setting or equivalent combination of education and experience.
• Possession of an appropriate drivers license valid in the State of North Carolina.
• Possession or ability to obtain Notary Public license within one year of hire.
• NC Certified Local Government Purchasing Officer Certification preferred or within five (5) years of hire.

Knowledge Skills and Abilities

• Thorough knowledge of the principles practices and procedures of purchasing.
• Thorough knowledge of state and federal laws relating to public purchasing.
• Thorough knowledge of the principles and practices of accounting and budgeting in government.
• Thorough knowledge of the wide variety of commodities equipment materials goods and services used by the Town.
• Thorough knowledge of standard office procedures practices and equipment.
• Ability to prepare informative financial reports.
• Ability to perform solid negotiations with vendors.
• Ability to plan organize direct and evaluate contract terms.
• Ability to work within tight deadlines prioritize and manage responsibilities.
• Ability to make arithmetic computations using whole numbers fractions and decimals.
• Ability to compute rates ratios and percentages.
• Ability to understand and apply governmental accounting practices in the maintenance of financial records.
• Ability to apply servant leadership and the Towns core values in the performance of duties.
• Ability to plan and supervise the work of subordinates.
• Ability to establish and maintain effective working relationships with Town officials associates consultants outside agencies and the public.
• Ability to perform work during emergency or disaster situations upon request and as assigned by management.

Physical Requirements

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting speaking or hearing using hands to finger handle or feel and repetitive motions and occasionally requires standing walking stooping kneeling crouching or crawling and reaching with hands and arms; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office light traffic).

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as assigned to meet the ongoing needs of the organization. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions. The Town is interested in hiring qualified candidates who are eligible to work in the United States. However we are not able to sponsor visas.