Purchasing and Contracts Supervisor

Overview

Performs complex professional and administrative work supporting the Town’s procurement and contracting functions. This position is responsible for ensuring that all procurement activities comply with applicable laws, regulations, and Town policies, while promoting transparency, fiscal responsibility, and operational efficiency. This position is designated as essential during emergency or disaster situations. Work is performed with limited direction from the Assistant Finance Director.

• Supports the procurement process to ensure purchases are made as efficiently and effectively as possible, in compliance with Town policies and procedures, North Carolina General Statutes, and Federal regulations.
• Tracks all vendor contracts, subscriptions, and renewals; coordinates with departments to manage, renew, terminate, or re-bid.
• Assists with all formal and informal bid processes including the review and approval of all RFPs and RFQs; evaluates and analyzes bids; coordinates selection activities and recommends awards, as needed.
• Manages outstanding purchase orders and works with staff and vendors to ensure invoices are received promptly; processes purchase order adjustments and change orders ensuring compliance with established policies and procedures.
• Administers issuance of Town credit cards, reviews transactions, and performs periodic audits and compliance monitoring.
• Advises departments and suppliers on purchasing policies, bid statutes, needs, specifications, and best practices for cost-effective and efficient procurement.
• Supports, trains, and mentors staff within the Purchasing team, ensuring high performance and professional development.
• Identifies potential risks in procurement operations, including supply chain disruptions, vendor reliability, and legal risks; develops strategies to mitigate these risks and ensure continuity of operations.
• Performs market research to identify cost trends, as well as alternative opportunities for purchasing, such as additional cooperatives or piggybacking; coordinates with intergovernmental entities for shared contracting opportunities.
• Evaluates supplier performance and manages contract compliance; identifies opportunities for cost savings and process improvements in procurement and contract administration.
• Prepares mandated procurement reports (i.e., MWBE/HUB reporting, procurement statistics), as well as procurement records requests.
• Partners with departments to develop and maintain contracts and procurement tools; assists with specifications and negotiations for purchase agreements; ensures procurement needs are met and purchasing policy and procedures are followed.
• Ensures preaudit procedures are met and works with departments to resolve any discrepancies.
• Evaluates and maintains purchasing and meal/travel allowance policies and procedures, updating annually as needed.
• Assists with preparation of the annual budget and budget manual.
• Performs work during emergency or disaster situations upon request and as assigned by management.
• Promotes and demonstrates organizational culture, core values, and leadership philosophies consistent with, or complementary to, Town administration.

• Bachelor’s degree with coursework in purchasing/procurement, Business Administration, Accounting, Finance, or related field and considerable (3-5 years) experience in procurement and purchasing, ideally in a public or government setting, or equivalent combination of education and experience.
• Possession of an appropriate driver’s license valid in the State of North Carolina.
• Possession or ability to obtain Notary Public license within one year of hire.
• NC Certified Local Government Purchasing Officer Certification preferred, or within five (5) years of hire.