Under administrative direction, manages and administers the Purchasing Unit of the Purchasing and Support Services Division of the County Administrator’s Office; directs and supervises purchasing staff; assists with the administration of other support services as assigned; and does related or other work as required.
CLASS CHARACTERISTICS
The Deputy Director – Purchasing and Support Services is an at-will, single position class that is exempt from the San Joaquin County Civil Service system. The incumbent is responsible for leading, managing and administering the programs and operations of the Purchasing Unit which provides centralized purchasing for County departments. The incumbent may also perform purchasing services involving the more difficult and specialized commodity areas. The incumbent ensures that assigned programs and operations comply with all applicable laws and regulations, as well as the policies established by the County Administrator and the Board of Supervisors. The incumbent is expected to model a strong work ethic and leadership skills, including accountability for oneself and others.
TYPICAL DUTIES
This specification is a general guideline for the class. The statements below are not restrictive, and the responsibilities and duties assigned to a position in this class may expand beyond those identified in this specification.
Plans, manages and administers the acquisition and distribution of equipment, supplies and property for County departments in a manner that maximizes efficiency, improves service levels, reduces administrative and service provision costs, and ensures effective utilization of available resources; ensures that assigned areas of responsibility comply with County, state and federal specifications and regulations; exercises good judgment and makes sound business decisions; provides strategic leadership through communication, demonstration, and accomplishment of the organizational mission, vision, and values.
Directs and participates in the negotiation of term agreements and the preparation/issuance of Requests for Proposals (RFPs) for major purchases.
Through subordinate managers and supervisors, plans, organizes and directs the work of purchasing staff; reviews staff work to ensure accuracy, legal correctness, prices and acceptability of items to specifications; provides training in laws, ordinances and regulations governing county procurement, and departmental purchasing practices and procedures; supervises and conducts staff selection, development, and performance evaluation; implements employee discipline as required.
Performs more difficult purchasing tasks requiring considerable knowledge of general and specialized commodity areas; mediates and resolves problems.
Confers with department officials to determine purchasing needs and advises on purchasing activities and programs; confers with vendors and sales representatives and acquaints all with County policies and procedures.
Manages the development, maintenance, and utilization of automated purchasing systems, including records, documents, contracts, statistics, and analysis; prepares surveys, studies, reports, correspondence, and other documents.
Directs the negotiation and execution of service contracts, and lease purchase agreements for County personal property; confers with representatives of manufacturing and commercial firms regarding suitability, availability and prices of commodities; reviews surveys and statistical data on annual consumption of certain products; and develops reports accordingly.
Assists with developing and administering the departmental budget; recommends levels of service; analyzes services to ensure cost effectiveness and superior customer service.
May attend meetings of the Board of Supervisors and provide recommendations on matters germane to areas of assignment; confers with other department staff on policies, procedures, and other issues; recommends changes to policy/procedure as appropriate.
Assists the Director of Purchasing and Support Services with managing other division functions as assigned; acts for the Director as assigned.
MINIMUM QUALIFICATIONS
DESIRABLE QUALIFICATIONS
Education: Graduation from an accredited university with a master’s degree in business administration, public administration, material management, economics, finance, or a related field.
Experience: Five years of progressively responsible administrative or management experience involving professional public sector purchasing, buying or acquisition, including two years of supervisory experience.
Certification: Current certification as listed from one of three following certifying agencies: Either 1) Certified Purchasing Manager (CPM) or Certified Professional in Supply Management (CPSM) as issued by the Institute for Supply Management (ISM); OR 2) Certified Public Purchasing Officer (CPPO) as issued by the Universal Public Purchasing Certification Council (UPPCC); OR 3) Certified Commercial Contracts Manager (CCCM), Certified Federal Contracts Manager (CFCM) or Certified Professional Contracts Manager (CPCM) as issued by the National Contract Management Association (NCMA).
KNOWLEDGE
Principles and practices of public administration, including effective organization, administration, fiscal management, and supervision; principles, practices, and techniques used in volume purchasing of a wide variety of commodities; the various grades and qualities of commodities commonly purchased, their source of supply, and price trends; methods employed in the analysis of bids and related purchasing research; general accounting, business, excise and sales tax laws as they apply to the purchasing of commodities; social, political, and economic issues influencing purchasing program administration; modern office automation technology and computer software programs relevant to assigned operations.
ABILITY
Plan and direct acquisition and distribution operations for a large purchasing organization; apply the principles, practices, and techniques of purchasing to the procurement of a wide variety of commodities commonly used in governmental jurisdictions; conduct purchasing analyses; prepare and administer budgets, as well as fiscal and financial records; provide appropriate and effective leadership and management over diverse staff teams, including subordinate managers and supervisors; exercise good judgment and make sound managerial decisions; exercise analytical and critical thinking to analyze complex problems and recommend appropriate solutions; understand, interpret, and apply legal codes, rules and regulations pertaining to public agency procurement; communicate effectively, both orally and in writing; prepare and deliver thorough and comprehensive written reports and give oral presentations to small and large groups; respond appropriately to varied demands regarding levels and kinds of service; manage automation efforts and the utilization of complex automated systems, including systems development, maintenance, and operation; establish and maintain effective working relationships with other County departments, external agencies, employees, and the general public.
PHYSICAL/MENTAL REQUIREMENTS
Mobility—sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing stairs; operate a data entry device; Lifting—frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual—constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking—frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Dexterity—normal dexterity with frequent writing and repetitive motion; Emotional/Psychological—frequent decision making, concentration, and public contact; Special Requirements-- may require working nights and weekends; Environmental—occasional exposure to varied weather conditions.
San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.
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