Purchasing & Warehouse Manager

Salary: $75,613.46 - $120,610.43 Annually
Location : Clearwater, FL
Job Type: Full Time
Remote Employment: Flexible/Hybrid
Job Number: 2023-00143
Division: Finance & Admin Division
Department: Purchasing
Opening Date: 11/02/2023
Position Overview
The Purchasing Manager provides oversight of the comprehensive purchasing and inventory management functions for the Agency, in compliance with applicable Florida Statutes, including but not limited to, Chapter 287 and 119, Agency Policy and adherence to the NIGP code of ethics and recommends purchasing methodologies based on value, complexity and schedules. Responsibilities include the development and implementation of as-needed annual contracts, strategic procurement planning, policies and procedures, delegated procedures, quality control, overseeing the electronic procurement systems and supplier diversity tracking and enhancement. Management responsibilities include, but are not limited to, supervision of department staff, purchasing card (p-card) administration, procurement training and oversight of purchasing and warehouse activities. Duties also include leading implementation of programs, procedures and improvements for the agency as required by the agency's strategic plan and other identified objectives to improve efficiency in the agency.
Finance & Administration Division Role:

• Serves as the primary leader in the areas of:
• Implementing and managing a strategic business plan for the Finance & Administration Division.
• Supporting colleagues in the Finance & Administration Division Managing Team in establishing division priorities, managing staffing, succession planning, strategic planning, goal setting, developing, and using performance metrics to assess progress, researching methods for improving the Agency, and regulatory compliance.
• Contributes to the balance of power by being responsible for making decisions related to the work of the team for which the Chief Financial Officer has a lead role.
• Provides effective oral and written communication to member governments' staff, regulatory agencies, and other stakeholders as needed to educate, advocate, and communicate Finance & Administration Division goals and initiatives.

Essential Functions

• Administers overall bidding and contracting process to ensure goods and services are procured with the best value for the agency and in compliance with regulatory requirements.
• Establish, maintain, and distribute guides, manuals, and other documents regarding purchasing policies and procedures and recommend revisions to the Chief Financial Officer regarding purchasing and warehouse procedures.
• Manage and supervise department staff responsible for all agency purchasing and warehouse activities in accordance with all applicable federal, state, and local laws, policies, and procedures.
• Maintains a professional, working relationship with colleagues, agency suppliers, contractors, and consultants.
• Maintains accurate records and documentation in accordance with established policies and regulatory guidelines.
• Leads in complicated contract negotiations along with General Counsel, when required.
• Provides training and guidance to agency staff regarding the oversight and administration of their service contracts to ensure high performance and compliance to contract terms.
• Serves as liaison with contractors, suppliers and consultants in contract administration and compliance and to assist in any dispute resolution between the agency's staff and the contractor, supplier, and consultant.
• Promotes sustainable purchasing practices and suggests more eco-friendly products to staff and specifications that support sustainability in contracts where applicable.
• Ensures compliance with dynamic legislative mandates working with General Counsel, updates internal procedures, contracts, and solicitation documents accordingly.
• Serves as a valuable resource and advisor on supply chain dynamics and information, particularly during emergency situations, locally, regionally, and globally.
• Provides training, guidance and support services for the agency's electronic procurement and financial systems related to procurement and inventory.
• Administers and manages the agency's purchasing card (p-card) program and associated policies, procedures, and documents, including auditing p-card reports and transactions for compliance and researching any potential misuse.
• Oversees the inventory ordering and replenishment processes.
• Implement and maintain a plan to optimize inventory quantities based on usage, lead time, and other applicable materials management parameters.
• Manages inventory obsolescence and inactive parts to ensure best use of space, support maximum cash flow and compliance with proper surplus and disposal policies.
• Oversees hazardous waste disposal process carried out by warehouse staff on behalf of the agency to ensure compliance with applicable regulations.
• Coordinates with Safety Services and Facilities staff to maintain appropriate and sufficient emergency supplies including bottled water, chainsaws, MRI's, batteries, and generators.
• Prepares and monitors the annual budget for the department.
• Reviews the agency's annual budget by department for upcoming procurement needs and works with managers on the associated procurement plans and strategies.
• Reviews MBE/WBE/SBE and similar certifications to determine supplier diversity eligibility.
• Leads outreach efforts through participation in the National Minority Supplier Development Council (NMSDC), the Women's Business Enterprise National Council (WBENC), and the Small Business Enterprise (SBE) Pinellas County and other similar groups.
• Works on business opportunities and issues to eliminate barriers/requirements that obstruct supplier diversity participation.
• Establishing and using tools and processes to collect, track, report and communicate the agency's supplier diversity status.
• Participates in Agency meetings, in-service training, workshops, Co-Op groups and other professional organizations such as National Institute of Governmental Purchasing (NIGP),
  Institute for Supply Management (ISM) and National Association for Purchasing Card
  Professionals (NAPCP) to maintain professional credentials, establish a network of knowledge
  resources, and stay abreast of current best practices.
• Maintains relationships with counterparts of Tampa Bay Water's member governments to ensure consistency and share best practices.
• Motivates team to give their best efforts by goal setting, coaching, and communicating performance expectations, offering recognition, and holding people accountable for results. Accurately assesses the strengths and weaknesses of associates and give timely and constructive feedback.
• Takes a leadership role in the selection, training and development, and performance evaluation of the purchasing and warehouse staff.
• Participate in disaster recovery planning.
• Effectively communicate purchasing policies, procedures, and suggestions to colleagues at all levels of the agency and external stakeholders.
• Ensures proper levels of department staffing daily to support agency needs.
• Supports, encourages, and enforces workplace Safety Policies and Procedures in accordance with the Agency Safety Program.
• Ability to work flexible hours as needed.
• Performs related work as directed.

Disaster Service Worker: Employees of Tampa Bay Water are, by State and Federal law, Disaster Service Workers. In the event of a declaration of emergency, any employee may be assigned activities that promote the protection of public health and safety or the preservation of lives and property, either at the Agency or within the local community or their own community.
Minimum Qualifications
MINIMUM TRAINING AND EXPERIENCE:

• Minimum seven (7) years of progressively responsible experience in public procurement with at least two (2) of those years in a supervisory/management role.
• Minimum two (2) years of experience in warehouse or inventory management.
• Extensive experience with large-scale solicitations, project management, program implementation, problem solving, change management and risk management.
• Experience in process implementation and required internal controls. Strong analytical and administrative skills and excellent negotiation skills to interface with suppliers and internal management.
• Considerable knowledge of modern principles and practices of governmental procurement and supply-chain management, business practices related to purchasing laws, policies and procedures governing public procurement and ethical standards.
• Working skill with applicable and common office applications, such as Outlook, Microsoft Word, Excel and electronic meeting platforms (Zoom, Teams, etc.).
• Strong communication skills, both verbal and written.
• Knowledge and understanding of electronic financial and procurement systems, including automated inventory systems.

EDUCATION REQUIRED:

• BA or BS preferably in Business, Public Administration or Supply Chain Management

Preferred Education:

• MA/MS/MBA in business or supply chain management related field

REQUIRED LICENSES AND CERTIFICATIONS:

• Valid Driver's License.
• Certified Public Purchasing Buyer (CPPB) or Certified Procurement Professional (CPP) or Certified Purchasing Manager (CPM) or Certified Professional in Supply Management (CPSM).

Preferred Licenses and Certifications:

• Certified Professional Purchasing Officer (CPPO)
• Certified Professional in Supplier Diversity (CPSD)
• Certified Purchasing Card Professional (CPCP)
• Warehouse/Inventory Management; Certified Professional in Inventory Management (CPIM)
• NIGP Core Foundation Certificate in Warehouse Management

MINIMUM STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS:
Physical Abilities: Tasks involve the ability to exert moderate, though not constant physical effort, typically involving some combination of climbing and balancing, stooping, kneeling, crouching, and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderately heavy objects and materials (20-50 pounds); may occasionally involve heavier objects and materials (over 100 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Abilities: Some tasks require the ability to visually perceive and discriminate colors or shades of colors. Some tasks require the ability to perceive and discriminate sounds. Some tasks require the ability to perceive and discriminate depths. Some tasks require visual perception and discrimination. Some tasks require oral communications ability.
Environmental Requirements: Some tasks may be performed with exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, wildlife, noxious fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or pathogenic substances, day or night. Some tasks may require work to be performed in confined spaces.
Employees in this role must show proficiency and will be rated on the following performance indicators/competencies:

• Job Knowledge
• Work Planning & Initiative
• Communication Skills
• Problem-Solving & Decision Making
• Productivity (Quantity & Quality of Work)
• Interpersonal
• Teamwork
• Leadership
• Supervisory Skills
• Team Development
• Staff Development & Performance Management
• Resource Management

NOTE: This job description is not intended to be all-inclusive. Employees may perform other related duties as required to meet the ongoing needs of the organization.
Our Benefits:
Medical and Prescription Program
Dental and Vision
Florida Retirement System
457 Retirement Plans
Basic Life Insurance / AD&D
Long-Term Disability
Paid Vacation and Holidays
Flex Leave
Personal Day
Paid Sick Time
Employee Assistance Program
Medical Flexible Spending Account Program
Dependent Care Flexible Spending Account Program
Longevity Awards/Gifts
Tuition Reimbursement
Wellness Program
Discount Tickets
Pet Insurance
Flexible Work Schedule:
Tampa Bay Water is committed to helping employees balance work, family, home life and personal obligations by offering flexible work arrangements.
Employees may be considered for flexible work arrangements for positions where the flexible work arrangement allows for individual department operations to be fully covered with no expense to productivity and quality.
Flexible work arrangement options available to employees include:

• Adjusted Work Schedule - employee works eight hours per workday but starts work earlier/later in the morning and ends work earlier/later in the afternoon.
• Compressed Work Schedule - employee works 10 hours per workday, reducing the workweek to four days per week.
• Teleworking - employee works part of the workweek at home/alternate workplace.

01
How many years of progressively responsible experience do you have in PUBLIC procurement?

• None
• 0-3 years
• 3-5 years
• 5-7 years
• 7-9 years
• 9-10 years
• Over 10 years

02
How many years of experience do you have in a supervisory/management role?

• None
• 0-2 years
• 2-5 years
• 5-7 years
• 7-9 years
• 9-10 years
• Over 10 years

03
How many years of experience do you have in warehouse or inventory management?

• None
• 0-2 years
• 2-5 years
• 5-7 years
• 7-9 years
• 9-10 years
• Over 10 years

04
Do you have extensive experience with large-scale solicitations, project management, program implementation, problem solving, change management and risk management? ...