BARGAINING UNIT / LEVEL: Supervisory - Level 10X
SALARY RANGE: $90,473 – $101,747annually DOQ

GENERAL STATEMENT OF DUTIES: Under the supervision of the Chief of Finance, work activities in this position primarily involve the managing the Authority's purchasing and warehousing departments to include purchasing of machinery, equipment, tools, raw materials, parts, services and supplies necessary for the operation of the Authority. 

SUPERVISION EXERCISED: This position supervises full & part-time positions in the Purchasing Department.

ESSENTIAL DUTIES: The list below is intended to describe the general nature of duties only. Employees shall perform other duties as assigned.

• Locates and arranges for purchase of goods and services necessary for efficient operation of the organization.
• Responsible for setting procurement schedules, multiple and competing priorities and meets deadlines.
• Responsible for planning, developing and buying materials, supplies, services and equipment in a timely and cost-effective way while maintaining appropriate quality standards and specifications.
• Ensures the purchasing process is fair and transparent.
• Leads evaluation teams.
• Interviews suppliers and vendors to obtain information relative to product, price, ability to produce product, warranty, service and lead time.
• Negotiates or renegotiates, creates and administers contracts with suppliers and vendors.
• Ensures supplier compliance with site and company requirements for safety & environmental regulations.
• Complies with safety and corporate guidelines on business ethics.
• Supervises and trains full-time and part-time personnel, including the full-time Inventory Coordinator/Central Stores Supervisor.
• Analyzes and evaluates price proposals, and other data.
• Checks references, determines offeror’s capacity, and reviews other data and information.
• Recommends policies and procedures for procurement of goods and services.
• Prepares purchase orders and reviews requisitions for goods and services.
• Evaluates and monitors contract performance to determine need for changes and to ensure compliance with contractual obligations.
• Discusses defective or unacceptable goods or services with users, vendors and others to determine cause of problem and take corrective and preventative action.
• Arbitrates claims and resolves complaints generated during performance of contracts.
• Develops, maintains and reviews specifications and scope of work, advertising of solicitations, evaluation of bids and proposals, and makes award recommendations.
• Establishes and maintains relationships with key suppliers.
• Assists in developing and implementing purchasing policies, procedures and strategies.
• Maintains and reviews computerized, or manual records of items purchased, costs, delivery, product performance, and inventories.
• Prepares reports, writes material for Board packet, and makes presentations to the Board.
• Reviews receiving reports, invoices and vouchers.
• Oversees the sale and disposition of surplus/obsolete equipment and supplies.
• Documents and maintains record of procurements purchasing files: provides purchasing files and P-Card records to auditors for review as requested
• Coordinates with Finance Department to ensure accurate and timely payment of invoices and to resolve issues with suppliers.
• Inspects and accepts purchased items and resolves any discrepancies.
• Administers the procurement card system, including setting-up new accounts, adjusting, reconciling approvals, suspending and closing accounts, the training of users.
• Purchases new HCMA vehicles and equipment, including forestry and mower equipment.
• Provides oversight of the administrative pool fleet as directed.
• Develops and manages annual Purchasing Department budget.
• Drafts annual Capital Equipment budget and works collaboratively with Deputy Director and staff to refine final Capital Equipment budget.
• Manages annual Capital Equipment budget.
• Assures Michigan Liquor Control Commission (MLCC) licenses are renewed annually; oversees research and dissemination of liquor license information to staff.
• Assures Federal Communications Commission (FCC) licenses are renewed as necessary.
• Provides information in response to Freedom of Information Act (FOIA) requests as necessary.
• Reviews and approves POs and purchases made by staff; assures compliance with HCMA policies.
• Trains or assigns Purchasing Department staff to train HCMA staff on HCMA purchasing policies and procedures, creating POs, receiving goods and services, and reconciling P-Card transactions, etc. 
• Maintains vendor files in finance and purchasing software; vendor set-up, insurance documents, vendor status as having a Diversity, Equity and Inclusion (DEI) policy, providing a Living Wage, and/or being Local, etc.
• Creates independent cost estimates as needed.
• Works with internal customers to understand their needs and budgets; produces specifications and/or scopes of work to accurately address their requirements.
• Schedules and conducts vendor meetings, site-visits, pre and post proposal meetings, etc.
• Recommends approval of contracts and change orders in accordance with HCMA’s purchasing policies and Board directives.
• Debriefs with vendors regarding solicitation process and outcomes.  Addresses questions, concerns, and protests.

• Bachelor’s degree from an accredited college or university in public administration, purchasing, materials management or related field required. Applicants with 8 or more years of related service will be given credit toward meeting the minimum educational requirements and will be considered for the position.
• Five years of experience in purchasing, preferably in the public sector.
• Professional Purchasing Certification and/or Certified Professional Public Buyer preferred.
• Experience in solicitations, negotiations, contract administration including contract terms and conditions.
• Knowledge of laws, rules and regulations affecting public purchasing.
• Knowledge of and adherence to governmental purchasing principles, methods and procedures.
• Knowledge of approved equipment maintenance principles, methods and procedures.
• Knowledge of modern office management procedures, practices and computer equipment as applied to accounting systems.
• Knowledge of typical office applications including Microsoft Office applications.
• Ability to maintain ethical standards and professionalism while performing the duties of the position.
• Ability to assist in planning, organizing, directing and reviewing the work of employees engaged in a variety of procurement activities.
• Ability to meet successfully and to establish effective working relationships with co-workers, department heads, other officials and the public.
• Valid State of Michigan Driver’s License. Must maintain clean driving record.
• May be required to adjust schedule to meet organizational needs, including special events, evenings, weekends & holidays.
• Ability to perform essential duties.

TOOLS & EQUIPMENT USED: Personal computer to include word processing, spreadsheet, database, accounting, purchasing, and equipment maintenance software; telephone & cell phone; vehicle; calculator, copier, fax machine.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed primarily in an office setting with some outdoor work required.   Hand-eye coordination is necessary to operate computers and various pieces of office equipment.  The employee is frequently required to talk and hear; sit; use hands to finger, handle, feel or operate tools, objects or controls; and reach with hands or arms. The employee is frequently required to stand or walk.   The employee must occasionally lift up to 50 pounds. Specific vision abilities required by this position include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.