Procurement Services Supervisor

Procurement Services Supervisor

Working for the City of McKinney is more than a job. It is an opportunity to make a meaningful difference in the lives of others. It is also an opportunity to have a hand in the development of one of the fastest growing communities in the nation. In 2023, McKinney was named one of the top workplaces in DFW by the Dallas Morning News. Although proud of that honor, everyone on our team is committed to making McKinney an even better place to live, work and raise a family. That's why we exist.

City of McKinney employees work hard and at a very fast pace. However, we also look after and support one another. All of us are guided by four employee-inspired values Respect, Integrity, Service, and Excellence (RISE). We are also supported by servant-based leaders who foster and support a healthy, family-oriented culture. All new employees are expected to embrace and live by our core values and commit to helping us sustain our exceptional work environment as a high-performance organization (HPO).

The Procurement Services Supervisor position serves as a primary figure in Procurement Services. If Assigned Operations & Sourcing responsibility, provides quality procurement activities while ensuring efficient, cost-effective delivery of goods and services and responsible for surplus and City-wide mail. Both positions are responsible for compliance with local, state, federal laws and purchasing policies and procedures. Emphasizing the importance of organizational efficiency and resource management. In addition, they will supervise personnel and assist the Assistant Procurement Services Manager in meeting departmental objectives. Overall, this position plays a pivotal role in ensuring smooth procurement operations, making their position crucial to the organization's success.

Essential Functions/Knowledge, Skills, & Abilities

Essential Duties and Responsibilities

• Supervises professional and technical personnel involved in procurement activities, including instructing, assigning and reviewing work, and recommending personnel actions.
• Assists in decisions regarding hiring discipline and promotion of subordinate staff; directs and evaluates subordinate staff.
• Monitors workflow processes and recommend improvements to enhance efficiency, accuracy, and quality of work.
• Builds and maintains positive relationships with internal departments and external vendors, providing assistance and resolving issues when necessary.
• Coordinates the bid and award process working with user departments, Legal, Risk Management, and selected Cooperative Purchasing Groups.
• Develops specifications based on department input and determining the appropriate procurement method to ensure competitive bidding.
• Conducts pre-solicitation meetings, bid openings, and evaluation team meetings.
• Assists with establishing standard contract clauses for use in contracts, solicitations, and purchase orders.
• Reviews and executes contracts, purchase orders, change orders and other documents within delegated authority.
• Conducts procurement activities/training for user departments to ensure adherence to federal, state, and local laws and city policies/procedures.
• Answers varied inquiries regarding contract administration, statutory requirements, procurement policies and procedures, and keeping up to date on changes.
• Represents employer through professional purchasing associations.
• Maintains work areas in a clean, orderly, safe, and secure condition.
• Complies with all written City policies and procedures.
• Adheres to assigned work schedule as outlined in City and department attendance policies and procedures.
If Assigned to Operations & Sourcing:
• Establishes annual contracts for the purchase of supplies and services.
• Research market sources and vendors to locate and ensure most cost effective and competitive pricing for purchase of supplies and services.
• Analyzes current procurement activities and recommends improvements through more efficient procurement methods, e-procurement, privatization, quantity discounts, standardization, value analysis, or cooperative purchasing.
• Supervises the disposition and sale of surplus or obsolete commodities and scrap material.
• Supervises the pickup and delivery of City-wide mail between various City offices; and the sorting and deliver of incoming mail.
• Administers and manages the City's Procurement Card program.
• Supervises the Procurement Services vehicle(s) and office equipment, e.g., mail meter, copy machine.

Other Job Functions:

• Perform other duties as assigned or directed.

Knowledge, Skills, Abilities, and Behaviors

• Ability to embrace and embody the City's core values of Respect, Integrity, Service, and Excellence (R.I.S.E.).
• Ability to communicate effectively with peers, supervisors, subordinates, and people to whom service is provided.
• Ability to produce desired work outcomes, including quality, quantity, and timeliness.
• Ability to plan and organize work, time, and resources, and if applicable, that of subordinates.
• Ability to effectively supervise assigned staff and provide advanced purchasing guidance.
• Ability to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers with respect.
• Build professional relationships with internal staff, departments, vendors, citizens, other agencies, and professional contacts.
• Ability to offer flexibility and adaptability, especially during times of change.
• Ability to communicate effectively both orally and in writing.
• Ability to analyze detailed bidding and contract documents, as well as, solicitation documents.
• Ability to effectively negotiate contracts and resolve conflicts with vendors.
• Ability to review evaluation matrixes and make recommendation for award.
• Advanced knowledge of purchasing methods/procedures and competitive bid process in a governmental environment.
• Ability to effectively communicate purchasing policies and procedures to departments and vendors.
• Ability to exercise judgment, decisiveness, and creativity dependent upon the needs of the situation and in the City's best interest.
• Requires intermediate computer skills in Microsoft Office products.

Required Qualifications

Minimum Qualifications

Bachelor's degree in business administration or closely related field with major coursework in purchasing or business, or one of the procurement certifications listed in preferred qualifications. Four (4) years of progressive experience in public procurement operations is required and two (2) years of supervisory experience.

Preferred Qualifications

Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), NIGP Certified Procurement Professional (NIGP-CPP), and/or Certified Procurement Manager (CPM) certification is preferred.

Conditions of Employment

• Must pass a drug screen and background check.
• Must have Class C Texas Driver's License.

Physical Demands/Supplemental

Tasks involve the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 25 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Some tasks require visual and sound perception and discrimination and oral communications ability.

Essential functions are regularly performed without exposure to adverse environmental conditions.

The City of McKinney is an equal opportunity employer (EOE) committed to an alcohol / drug free workplace and to providing equal opportunities regardless of age, race, color, gender, religion, national origin, marital status, veteran status, disability, or any other legally protected status.