The City of Thousand Oaks is seeking a Purchasing Supervisor to join our team!
We are seeking a collaborative and results-oriented Purchasing Supervisor with excellent communication, strong technical experience, and effective leadership skills to join our Finance Department team. The Purchasing Supervisor manages the Purchasing and Municipal Services Center (MSC) warehouse functions for the City. With an emphasis on customer service, this position ensures 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 ideal Purchasing Supervisor candidate is a flexible and enthusiastic individual who can develop, mentor, and build relationships with team members and across the various departments they serve. The Purchasing Supervisor guides a team of six staff members located at three different City facilities.
The Purchasing Supervisor provides technical support, information, and assistance for purchasing materials, supplies, and services to all City Departments. 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 Public Works Department and the Finance Department’s Accounting and Information Technology Divisions. These cross-functional teams work collaboratively to improve processes and procedures for efficient vendor management and payments, ensuring effective internal controls are implemented, monitored, and audited.
Primary Responsibilities:
- 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.
- 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.
- 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, 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 per 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 quarterly 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 website 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.
