Job Title: Purchasing Officer
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
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.
DUTIES AND RESPONSIBILITIES
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 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:
and approves all requisitions as to reasonableness, compliance with existing
Town policies, and maintaining the integrity of the budget.
price quotations from vendors on supplies and materials used for the operation
and maintenance of Town offices and affiliated agencies.
all bid documents for advertisement and solicitation to suppliers or vendors.
conjunction with Town department heads, coordinates, and oversees bid openings
and vendor selection.
and registers with the State, all municipal vehicles, and maintains a control
of license plates and associated VIN assigned to each vehicle.
Accounts Payable functions.
yearly 1099’s to all vendors.
the sale of Town owned surplus property.
and coordinates the Town’s insurance requirements and verifies that all Town
property is properly insured.
a complete listing of all service contracts with the Town, overseeing timely
renewals and/or terminations of such.
and implements approved policies and procedures; recommends policy or
procedural changes which would either reduce costs or improve efficiencies.
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.
assigned by the Director of Finance or Controller, acts as a resource for the
procurement of any new items, supplies, or services.
with the bank all ACH/EFT payment transactions, as well as Positive Pay
journal entries for various items.
of the Health and Safety committee, as well as the Executive Safety Committee.
other duties i.e., Oversees outsourced mail room functions and allocation of
mailing costs to individual departments and arranges for the printing of the
Bachelor’s Degree in Business,
Finance, Accounting, or related field. Five to ten years of prior purchasing
experience, preferably in a municipal environment.
and understanding of modern procurement methods and practices.
of budgeting procedures and stock control.
of bid writing and specifications.
of purchasing and accounting regulations.
of the sources, pricing, market factors, and product characteristics applicable
to the needs of the Town.
of Cybersecurity issues and prevention in purchasing and vendor controls.
with CHRO and Diversity purchasing polices.
knowledge of accounting and inventory systems.
of municipal government.
and written communication skills.
and time management skills.
and persuasion skills.
skills, including skill in using MUNIS and Microsoft Office; advanced Excel
and complex problem-solving skills.
in coordinating activities, services, supplies, and equipment.
to develop policies and procedures for the purchasing function.
to understand pricing, business practices, market conditions (including energy
procurement and methodology), information processes, and technology.
to schedule and set priorities for purchasing functions and activities.
to establish and maintain effective working relationships with vendors,
contractors, requisitioning parties, Town employees, and the public.
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.
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.)