TOWN OF WESTPORT

Job Description

Job Title:                     Purchasing Officer

Department:                Finance

Reports To:                 Finance Director,

Supervises:                  AP and AR Staff

FLSA Status:              Full-Time, Exempt

Union/ Pay Grade:      Non-Union

Prepared By:               Finance Department

Salary:                         $95,000 to $110,000

Prepared Date:            November 2022

POSITION OVERVIEW

The Purchasing Officer directs, plans, negotiates, and supervises all purchasing functions for the Town of Westport. This role is a liaison between the Town of Westport and various vendors, suppliers, and bidders.  

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential duties and responsibilities described below are the primary duties and responsibilities of the position. The position may perform additional work as required. The omission of a particular duty or responsibility does not exclude that duty or responsibility from the position, provided the duty or responsibility is similar work, related to the work, or logically assigned to the position.

The Purchasing Officer receives general guidance from the Director of Finance. This position performs duties associated with the administration and supervision of the purchasing for the Town of Westport. The Purchasing Officer will administer the purchasing of supplies, materials, maintenance, utilities, and contract services for the Town. The Purchasing Officer will approve changes and addition of vendors, and periodically review the Town’s vendor list for completeness and accuracy. Essential duties and responsibilities include the following:

·         Audits and approves all requisitions as to reasonableness, compliance with existing Town policies, and maintaining the integrity of the budget.

·         Procures price quotations from vendors on supplies and materials used for the operation and maintenance of Town offices and affiliated agencies.

·         Prepares all bid documents for advertisement and solicitation to suppliers or vendors.

·         In conjunction with Town department heads, coordinates, and oversees bid openings and vendor selection.

·         Maintains, and registers with the State, all municipal vehicles, and maintains a control of license plates and associated VIN assigned to each vehicle.

·         Supervises Accounts Payable functions.

·         Processes yearly 1099’s to all vendors.

·         Facilitates the sale of Town owned surplus property.

·         Maintains and coordinates the Town’s insurance requirements and verifies that all Town property is properly insured.

·         Maintains a complete listing of all service contracts with the Town, overseeing timely renewals and/or terminations of such.

·         Prepares and implements approved policies and procedures; recommends policy or procedural changes which would either reduce costs or improve efficiencies.

·         Facilitates the processes for the procurement of energy related services for the Town along with the Board of Education. This will include heating oil, gasoline, diesel, natural gas, electricity, and propane.

·         As assigned by the Director of Finance or Controller, acts as a resource for the procurement of any new items, supplies, or services.

·         Processes with the bank all ACH/EFT payment transactions, as well as Positive Pay transactions.

·         Processes journal entries for various items.

·         Member of the Health and Safety committee, as well as the Executive Safety Committee.

·         Various other duties i.e., Oversees outsourced mail room functions and allocation of mailing costs to individual departments and arranges for the printing of the Annual Budget

QUALIFICATIONS

Bachelor’s Degree in Business, Finance, Accounting, or related field. Five to ten years of prior purchasing experience, preferably in a municipal environment.

KNOWLEDGE/SKILLS/ABILITIES

Knowledge

·         Knowledge and understanding of modern procurement methods and practices.

·         Knowledge of budgeting procedures and stock control.  

·         Knowledge of bid writing and specifications.

·         Knowledge of purchasing and accounting regulations.

·         Knowledge of the sources, pricing, market factors, and product characteristics applicable to the needs of the Town.

·         Knowledgeable of Cybersecurity issues and prevention in purchasing and vendor controls.

·         Familiar with CHRO and Diversity purchasing polices.

·         Strong knowledge of accounting and inventory systems.

·         Knowledge of municipal government.

Skills

·         Oral and written communication skills.

·         Multitasking and time management skills.

·         Negotiation and persuasion skills.

·         Computer skills, including skill in using MUNIS and Microsoft Office; advanced Excel skills.

·         Analytical and complex problem-solving skills.

·         Skill in coordinating activities, services, supplies, and equipment.

·         Evaluation skills.

Abilities

·         Ability to develop policies and procedures for the purchasing function.

·         Ability to understand pricing, business practices, market conditions (including energy procurement and methodology), information processes, and technology.

·         Ability to schedule and set priorities for purchasing functions and activities.

·         Ability to establish and maintain effective working relationships with vendors, contractors, requisitioning parties, Town employees, and the public.

WORK ENVIRONMENT

·         The administrative aspect of this role operates in a professional office environment.

·         This role routinely uses standard office equipment, such as computers, phones, photocopiers, and fax machines.

**Omissions or errors in judgment could result in monetary loss, loss of service, injury to employees, damage to equipment and facilities, legal ramifications, and potential liability. **

(This job description does not constitute an employment agreement between the employer and employee. It is used as a guide for personnel actions, and is subject to change by the employer, as the needs of the employer and requirements of the job change.)