Purchase Director

JOB SUMMARY

Provides strategic leadership and oversight of the City's procurement functions to ensure transparent, ethical, and cost-effective acquisition of goods, services, and capital projects. Serves as the City's principal procurement official responsible for maintaining compliance with all applicable laws and ordinances while fostering a culture of efficiency, accountability, and customer service across all departments. Implements and manages citywide purchasing education programs and serves as the primary liaison to the vendor community to promote fair competition and innovation.

ESSENTIAL FUNCTIONS

• Provides professional support and sound contractual advice to all stakeholders involving contractual services, consultants, equipment, supplies, construction, capital improvements and other applicable activities.

• Manages and supervises the work of staff engaged in procurement activities; provides direction; assigns and monitors work.

• Procures and supervises the timely procurement of all goods, supplies and services needed, in accordance with all applicable federal, state and local laws, policies and procedures.

• Ensures compliance with all applicable laws and procurement policies and procedures by reviewing and monitoring procurements conducted by any designee, department, or official.

• Develops, implements, and evaluates a City-wide purchasing education and certification program for staff involved in procurement activities, ensuring consistency, legal compliance, and ethical standards in all transactions.

• Provides regular training and communication to department heads and staff on updates to laws, policies, and best practices in public procurement.

• Maintains proactive communication with department directors, elected officials, and the supplier community to promote transparency, efficiency, and understanding of procurement requirements.

• Leads modernization of procurement processes through e-procurement systems, vendor portals, and performance dashboards.

• Analyzes purchasing data to identify cost-saving opportunities and process improvements.

• Prepares, solicits, and opens bids, proposals, and informal quotations for goods and services.

• Reviews specifications, conducts pre-bid meetings, and issues applicable addenda.

• Receives and evaluates proposals and bids; awards or recommends the award of contracts to the legislative body by preparing bid tabulations and City Council agenda items.

• Establishes and manages contracts and contract administration system designed to ensure that contractors are performing in accordance with the terms and conditions of their contracts.

• Reviews, approves, and executes contracts, purchase orders, change orders and other documents within delegated authority.

• Establishes standard contract clauses for use in contracts, solicitations, and purchase orders.

• Researches market sources and vendors to locate and ensure most cost effective and competitive pricing for the purchase of supplies and services.

• Maintains files, logs, and a variety of documentation.

• Reviews policies and procedures governing procurement and develops and implements new policies and procedures consistent with improving upon and standardizing the processes.

• Selects, hires, supervises, and evaluates subordinate staff; rates employee performance; exercises authority for department personnel actions consistent with established personnel rules, and all other applicable rules and regulations.

• Delegates authority and assigns work to subordinate staff commensurate with their qualifications and existing workload. Reviews the work of staff to ensure compliance with applicable laws, policies and procedures.

• Develops, recommends, and monitors the departmental budget.

• Maintains open communications with the supplier community to provide a comprehensive

understanding of the procurement practices.

• Makes determinations with respect to bid protests or contract claims.

• Performs other related duties to ensure the accomplishment of the strategic priorities of the City.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION

• Ability to communicate complex procurement concepts clearly to diverse audiences, including non-technical staff and the public.
• Knowledge of public procurement principles, including strategic sourcing, cooperative purchasing, and lifecycle cost analysis.
• .Strong ethical judgment consistent with NIGP and NASPO codes of conduct.

• Knowledge of available vendors and current prices.

• Knowledge of federal, state and city purchasing laws and regulations.

• Knowledge of budgeting and accounting practices.
• Demonstrated ability to design and deliver procurement training programs.
• Skill in data analysis, contract performance metrics, and procurement trend reporting.
• Skills in performing basic mathematical calculations.
• Skills in the training and supervision of personnel.
• Skills in the operation of standard office equipment.
• Skills in oral and written communication.

SUPERVISORY CONTROLS

The Chief Financial Officer assigns work in terms of department goals and objectives. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include city ordinances, state and federal laws, Brook's Act requirements, and city and department policies and procedures. These guidelines require judgment, selection, and interpretation in application. This position develops department guidelines.

COMPLEXITY/SCOPE OF WORK

• The work consists of varied management and supervisory duties. The variety of goods and services, strict regulations, and strict timelines contribute to the complexity of the position.
• The purpose of this position is to manage city purchasing activities. Successful performance helps ensure the quality and cost-effectiveness of goods and services purchased by the city.

CONTACTS

• Contacts are typically with co-workers, elected and appointed officials, department heads, other city employees, vendors, contractors, other purchasing professionals, and the general public.
• Contacts are typically to give or exchange information, provide services, negotiate or settle matters and resolve problems.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light and heavy objects.
• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

This position has direct supervision over Buyer (1).

MINIMUM QUALIFICATIONS

• Baccalaureate degree in a course of study related to the occupational field.
• Five years of progressively responsible procurement experience, preferably in government or public sector.
• Professional certification preferred or required within 18 months of appointment: NIGP-CPP, CPPO, or equivalent.

The City of Lawrenceville offers a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, health savings accounts, life insurance, long-term disability, short-term disability, holidays, and personal time off.

Health

• Health insurance benefits become active on the 31st day of employment. Health benefits include major medical, dental, and vision. There are three options.
• PPO – Options A & B with HRA (HRA is City funded through wellness program initiatives).
• HDP with HSA (HSA is City funded through wellness initiatives and also voluntarily employee funded).

Retirement

• Retirement plans are Defined Contribution (401a), and Deferred Compensation (457b).
• The 401a (City makes a 4% contribution beginning on first pay period after hire date)
• 457b (Employee contributions only)
• If an employee contributes at least 4% into the 457b, which is voluntary, the City will make an additional 6% contribution into the 401a, totaling 10% into the employee's 401a.
• Each contribution is a percentage of the employee's earnings for that pay period.
• There is a graduated vesting schedule into the 401a plan.
• One year - 20%
• Two years – 40%
• Three years – 60%
• Four years – 80%
• Five years – 100%

Protection

• There is City paid short-term disability, long-term disability, accidental death & dismemberment (AD&D) and life insurance that pays two times the employee's annual salary. Employees can opt into supplemental life insurance for self, spouse and children and pay the premium.

Personal Time Off

The City observes twelve (12) paid holidays per year:

• New Year's Day
• MLK Day
• Good Friday
• Memorial Day
• Independence Day
• Juneteenth
• Labor Day
• Veterans Day
• Thanksgiving Day
• Friday after Thanksgiving
• Christmas Eve
• Christmas Day
• Employees earn PTO in lieu of individual vacation and sick leave; PTO is earned as follows:
• First year of service – 3.692 hours per pay period (Department Directors accrue PTO hours at a rate of 5.538 from first day and moving forward until after ten years of service).
• 1-5 years of service – 5.538 hours per pay period
• 5-10 years of service – 7.384 hours per pay period
• 10-15 years of service – 9.230 hours per pay period
• Over 15 years of service – hours per pay period
• Salaried employees are given 40 hours of Comp Vacation on January 1st of each year, that must be used by December 31st of that same year.

Pay Interval

• Employees are paid on a bi-weekly basis; pay periods begin on Sunday and payday is every other Thursday. There is a mandatory direct deposit requirement.

Tuition Reimbursement

• Tuition Reimbursement towards associate's, bachelor's or master's degrees, available to all full-time employees after one year of employment. (exclusions apply)

To learn more details, visit our benefits page.