Procurement Manager

Position Purpose

The Procurement Manager is a non-sworn civilian confidential administrative position responsible for department procurement, purchasing, grant-fiscal tracking, and related financial administration. Under the direction of the Major of Support Services, and in coordination with City Finance, City Purchasing, and the Office of the Chief, the incumbent creates and tracks RFPs, bids, grants, equipment orders, invoices, and purchase-order requests.

The primary duty is office and non-manual work directly related to the management and general business operations of the department, including procurement strategy, competitive solicitation, grant-fund compliance, budget support, and vendor administration. The incumbent exercises discretion and independent judgment on matters of significance, including recommended procurement methods, solicitation content, vendor responsiveness, budget impact, and compliance with City, state, federal, and grant purchasing rules. A background in finance is required.

Transitional Classification

While the City operates a Marshal's Office, the Procurement Manager serves as a civilian administrative position within Support Services. Upon establishment of a full-service police department, the City may maintain or redesignate the position. The procurement, grant, budget-support, purchasing, and invoice-administration responsibilities remain applicable unless revised by the City.

Essential Functions

· Solicitations, RFPs, and bids. Create, review, advertise, track, and administer Requests for Proposals, invitations to bid, requests for quotes, requests for qualifications, and related solicitations. Develop specifications with requesting units, evaluate vendor responses for completeness and responsiveness, prepare award recommendations, and maintain complete solicitation files.

· Grants and restricted-fund procurement. Track grant applications, awards, budgets, purchases, match requirements, and reporting deadlines. Ensure grant-funded equipment and services are procured in accordance with the funding source and City policy. Prepare grant-related purchasing documentation, reimbursement support, and fiscal reports as assigned.

· Equipment and supply purchasing. Plan, coordinate, and process equipment, uniform, technology, vehicle-related, and operational supply orders. Identify approved vendors, state contracts, cooperative-purchasing options, and required competition. Track order status, deliveries, warranties, and shortages.

· Purchase orders and requisitions. Review purchase requests for completeness, account coding, available funding, and policy compliance. Prepare and request purchase orders through approved City systems. Recommend the appropriate procurement method and resolve requisition problems before obligation of funds.

· Invoices and payment processing. Receive, review, and track vendor invoices, packing slips, receiving documents, and payment requests. Verify quantities, prices, purchase-order matches, and authorized receipts. Resolve discrepancies and route complete packages to City Finance for payment.

· Budget support and financial analysis. Assist command staff in managing assigned department budgets. Monitor expenditures, encumbrances, remaining balances, and projected costs. Prepare budget-status information, transfer or amendment requests, and spending recommendations based on operational needs and available funds.

· Contracts and vendor administration. Track contract terms, insurance, renewals, amendments, performance issues, and closeout. Maintain vendor files, communicate with suppliers, and recommend corrective action when deliveries, pricing, or performance do not meet contract requirements.

· Procurement compliance and records. Apply City purchasing ordinances, state and federal procurement rules, grant conditions, and department procedures. Maintain complete, auditable files for RFPs, bids, quotes, purchase orders, invoices, grants, and contracts. Support internal reviews, external audits, and accreditation requests.

· Asset, inventory, and liaison duties. Assist with inventory and asset-control documentation for purchased equipment, including grant-funded and capital items. Serve as the department liaison to City Finance, City Purchasing, vendors, grantors, and requesting units. Train department personnel on purchasing procedures as assigned.

· Confidentiality and professional standards. Protect confidential pricing, vendor, grant, personnel-related purchasing, and operational-equipment information. Exercise sound financial judgment and represent the department professionally in procurement and budget matters.

· Other duties. Perform other related duties as assigned by the Major of Support Services, Assistant Chief Marshal / Assistant Chief of Police, or Chief Marshal / Chief of Police.

Minimum Qualifications

· Education and finance background and Bachelor's degree in finance, accounting, business administration, public administration, or a related field is preferred and may be required by the City.

· Experience and procurement preparation. Progressively responsible experience in procurement, purchasing, bidding, grant fiscal administration, accounts payable, or governmental finance, including work with purchase orders, invoices, and budget tracking.

· Required training and certification. Ability to obtain and maintain required City purchasing, grant-administration, finance-system, ethics, and other training or certifications required by policy and the Major of Support Services.

· Licensure. Possess and maintain a valid driver's license and remain insurable under the City's vehicle-use standards.

· Background and access eligibility. Successfully complete all required City background, suitability, confidentiality, and employment eligibility requirements and remain eligible to access financial systems, procurement records, vendor files, and other authorized resources as required by law and policy.

Preferred Qualifications

· Education and credentials. Master's degree in finance, accounting, business administration, public administration, or a related field. Certified Professional Public Buyer, NIGP, or similar public-procurement credential.

· Public-sector experience. Prior municipal, county, state, grant, or law-enforcement procurement, finance, or budget experience.

· Systems and methods. Experience with financial, purchasing, grant-management, inventory, or enterprise-resource systems and with competitive solicitation, invoice reconciliation, and budget-monitoring methods.

Knowledge, Skills, and Abilities

· Procurement and finance. Knowledge of public purchasing methods, RFPs, bids, quotes, purchase orders, invoice processing, grant fiscal rules, and basic governmental budgeting.

· Compliance and independent judgment. Ability to interpret purchasing ordinances, grant conditions, and financial procedures and to exercise discretion on significant procurement and budget matters.

· Accuracy and analysis. Ability to review financial documents for accuracy, reconcile invoices and purchase orders, monitor budget balances, and prepare clear fiscal reports.

· Communication. Ability to communicate clearly and professionally with command staff, City Finance, City Purchasing, vendors, grantors, supervisors, and department personnel.

· Organization and confidentiality. Ability to manage concurrent solicitations, orders, invoices, and grant deadlines; maintain complete audit files; and protect confidential pricing, vendor, and operational-equipment information.

Physical Demands and Work Environment

The work is performed primarily in office, meeting, training, warehouse-receiving, and public-safety settings, with occasional travel to City Finance, vendor, bid-opening, or grant meetings as assigned. The incumbent must be able to perform the essential functions of the position, including extended periods of sitting, standing, walking, using computers, reviewing financial documents, and communicating by telephone. Availability for bid openings, grant deadlines, audits, and assigned needs outside normal work hours may be required.

The incumbent must be able to lift, carry, push, and pull files, records, boxes, and materials weighing up to 25 pounds; operate a motor vehicle if assigned; use computers, printers, scanners, telephones, and other approved office technology; and work safely in office and receiving environments. Vision, hearing, mobility, manual dexterity, and communication abilities, with or without reasonable accommodation, must be sufficient to safely perform these essential functions.

At Will Employment and Administrative Position

This is a non-appointed, at-will civilian position classified as exempt under the administrative exemption. The primary duty is office and non-manual work directly related to department management and general business operations, including procurement, grant-fiscal administration, budget support, and purchasing control, and includes the exercise of discretion and independent judgment on matters of significance. Nothing in this job description creates an employment contract, property interest in employment, entitlement to continued employment, or guarantee of continued assignment to Support Services. The incumbent does not exercise sworn law-enforcement authority unless separately authorized by law and the City.

Subject to the City Charter, City Code, applicable law, and any controlling employment agreement, the City may end the employment relationship at any time, with or without cause or advance notice. The City may also revise assignments, duties, reporting relationships, work schedules, standards, or selection processes as permitted by law and standard operating procedures.

Classification Statement

This description summarizes the primary duties, qualifications, and working conditions of the position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications, and it does not create an employment contract or guarantee of continued employment. The City of Mulberry may revise duties, reporting relationships, work assignments, or qualifications as operational needs and applicable law require. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.

The City of Mulberry is an Equal Opportunity Employer.

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Bachelor's (Required)

Work Location: In person