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Position: Purchasing Manager
Municipality:Town of Brookfield
Close Date:8/31/2020

town of brookfield

Job description 

JOB TITLE:  Purchasing Manager


CLASSIFICATION:  Salary Exempt              BARGAINING UNION:  N/A


SUPERVISOR: Finance Director/Director of Business Operations


SCOPE:  Under general direction, performs professional purchasing and procurement work, including centralized purchasing of materials, services, supplies, and equipment, and ordering and accounting for inventory and supplies; manages the effective use of department resources to improve organizational productivity and customer service; provides highly complex and responsible support areas of expertise; and performs related duties, as assigned.






§  Develops, documents and reviews policies and procedures to align with best practices for approval

§  Stays abreast of current policies, laws, regulations, and processes governing applicable activities and ensures implementation of the same

§  Prepares calendars, checklists, templates, and files to support an effective and efficient process

§  Keeps current on price trends and market conditions and new or improved items of supply

§  Analyze historical data and develop ways to reduce costs and improve quality.  Setting and quantifying benchmarks for improvement

§  Coordinates centralized purchasing and strategic sourcing though all departments in Town including Education, WPCA, Fire and EMS



§  Enforces and assists staff to comply with the purchasing policies and procedures.

§  Consult with staff to ensure an accurate understanding of their needs and to ensure that the requisition is accurate and complete, assisting the customer, as needed, in the development of clear Statement of Work and/or specifications

§  Prepares all bid specifications and statements of general bidding conditions to be included in every notice or invitation to bid; advertises for, solicits and reviews bids from vendors; maintain lists of bidders and offers, records the history of supplier performance

§  Notify bidder if they did not secure an award in a timely and professional manner

§  Assists staff with quotes for goods and services

§  Prepares/Reviews, approves and processes requisitions in accordance with purchasing policies.

§  Verifies deliveries of materials ordered



§  Issues contracts within the timeframe required by the customer and ensures that the customer has all of the information required to appropriately complete the required purchase

§  Assists staff with contract changes to ensure documents are accurate and up-to-date

§  Obtain, monitor and maintain up-to-date certificates of insurance, when required

§  Reviews retention releases and escrow agreements for contractor payments



§  Maintains liaison with contractors and sellers in their dealings with the purchasing office.

§  Maintains vendor listings and verifies new vendor sources and data

§  Coordinates and streamlines vendor billings and Munis vendor files

§  Resolves vendor grievances and claims against vendors

§  Obtains credits and refunds where appropriate

§  Coordinates and reviews annual tax form for vendors such as Form 1099



§  Develop and implement efficient inventory management procedures

§  Coordinates, supervise and participates in an annual physical inventory of equipment and supplies.

§  Compares, maintains and updates written listing of inventory of equipment

§  Reconciles inventory discrepancies

§  Implements a loss-prevention program

§  Disposes of unneeded equipment in accordance with policy



§  Attend and make presentations to various board and committee meetings, as needed

§  Responds to FOI requests regarding applicable topics, tracks and reports to Town Clerk

§  Perform other related duties as required




Knowledge of:

§  Markets, trade conditions, business methods and purchasing practices

§  Current practices dealing with appropriations for purchase specifications

§  Purchasing and inventory control best practices

§  Office practices necessary for interacting with staff and vendors, expediting orders, resolving problems with goods and shipments, retrieving information and compiling and analyzing information

§  Knowledge of Federal, State and local laws, codes and rules regulating governmental purchasing

§  Designing and developing consultant agreements, bid specifications and requests for proposals

§  Computers and software programs (e.g. Munis, Microsoft) to conduct, compile and/or generate documentation


Ability to:

§  Recommend and implement goals, objectives, and practices for providing effective and efficient services

§  Plan, direct, manage and oversee a comprehensive purchasing and inventory program

§  Evaluate and develop improvements in operations, procedures, policies or methods

§  Analyze, compare, interpret and summarize facts and figures quickly

§  Acquire substantial subject matter knowledge of specialized department or agency programs and related laws and regulations

§  Establish and maintain effective working relationships with others

§  Demonstrate effective verbal and written communication skills, including public speaking

§  Demonstrate consistent attention to detail. Should be able to develop accurate written materials



Education and Training:

 §  Bachelor’s Degree in Business Administration, Accounting, Finance, Economics or closely related field

§  A minimum of five (5) years of experience in large quantity purchasing of a variety of commodities, inventory control, administrative and analytical experience

§  Excellent written, oral, communication and negotiation skills

§  Certified Public Purchasing Officer/Buyer (CPPO/CPPB) designation preferred.  National Institute of Government Purchasing Certification considered

§  Munis Software experience and knowledge preferred

 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.

While performing the duties of this job, the employee is regularly required to sit for extended periods of time to view & operate computer equipment, and to stand for extended periods of time.  The employee frequently is required to stand, walk, sit, bend, stoop and kneel.  The employee is frequently required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include vision, distance vision, and the ability to adjust focus.


We are an Equal Opportunity Employer.

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