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, i…

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