2E10
PROCUREMENT SPECIAL SERVICES SUPERVISOR

This is supervisory procurement work directing the advertising, inventory control, surplus property disposal and purchase inspection activities for the City’s central procurement agency. The employee supervises a subordinate staff involved in the investigation of inventory discrepancies for materials, supplies, and personal property, sale of surplus, obsolete and unserviceable City property, city-wide inspections of purchases to ensure compliance and a clerical staff involved in the arrangement and coordination of advertisements. The employee in this class will also participate in the performance of procurement work in all areas when necessary. A significant aspect of the work involves interacting with departmental officials, vendors and contractors to resolve issues and gain acceptance of and adherence to prescribed standards and procedures. Work is performed under the direction of an administrative superior.

• The position must be responsible for directing the advertising, inventory control, surplus property disposal and purchase inspection activities for the City’s central procurement agency.
• The position must be located in the Procurement Department.
• Only one position will be allocated to this class.

Plans, directs, coordinates, evaluates and reviews the work of technical and clerical staff performing a variety of procurement related activities; orients and trains employees in principles, practices, procedures, and appropriate rules and regulations; reviews and evaluates performance and activities for achieving qualitative and quantitative goals and objectives within specified time frames; provides technical guidance to staff; reviews and modifies methodology, procedures, and processes.

Directs the inspections of purchased materials, supplies, equipment, services and installations to ensure conformity to City specifications and contractual agreements; ensures inspections are carried out for all manufactured equipment and materials in accordance to inspection and quality requirements of the technical specifications; reviews inspection and test reports; recommends and implements quality control, inspection and test plan improvements; follows up on non-conformity reports with staff to ensure reported deficiencies are remedied; monitors and recommends changes in ongoing contracts and renewable contracts; resolves vendor or contractor grievances and claims against suppliers.

Directs the storage, distribution, and sale of surplus, obsolete, or unserviceable City property; ensures the disposal, transfer, or sale of surplus, obsolete, or unserviceable City property are carried out in an expedited manner and in accordance with prescribed rules, regulations and procedures; reviews reports on bids received, items sold, money collected and number for sales; continually improves operational methods to maximize the remaining value from assets, thus maximizing the revenue returned to all participating entities.

Enforces prescribed standards and develops procedures for inventory control in city agencies; reviews current methods of inventory operations; makes recommendations for inventory practices; discusses recommendations with departmental officials; implements recommendations and monitors the progress.

Reviews and analyzes inventory records to ascertain that materials, supplies and personal property are utilized in compliance with the prescribed standards and procedures; consults with departmental officials in an effort to alleviate shortages.

Supervises subordinate personnel engaged in the investigation of inventory data discrepancies; investigates inventory discrepancies; develops resolutions to inventory discrepancies.

Conducts training seminars for administrative and stores personnel on inventory management and control procedures; addresses common and specialized inventory problems and develops resolutions for administrative and stores personnel, or other city employees.

Reviews inventory reports from city agencies; reviews methods of control where inventory losses are significant; makes recommendations for tightening controls in order to provide for more accurate accounting for inventory items.

Calculates inventory totals for city wide purchases of materials and supplies and personal property inventory; prepares fiscal year end inventory reports for all city departments; may visit field sites to recommend alternative inventory practices.

Directs the operation of the City's advertising program; reviews reports on number, type and status of advertisements, payment and billing status of requesting departments; ensures deadline dates are met; recommends and implements process and quality and cost improvement plans and procedures.

Prepares detailed reports of activities, incidents and proposed solutions; recommends and implements procedures.

Performs related work as required.

KNOWLEDGE OF:
• standards, practices, and techniques utilized in the inspection and market pricing of various materials, supplies, equipment, installation and services
• procurement processes, specification requirements and related practices and methods
• the methods and procedures used in the sale, transfer and exchange of surplus, obsolete and unserviceable property
• the laws, rules, regulations and procedures concerned with revenue collections
• quality assurance principles and their application to procurement
• the Home Rule Charter Regulations, municipal ordinances, and other legal requirements governing the inspection of City purchases and the sale of surplus, obsolete or unserviceable property owned by the City
• standard software for word processing, database management and preparation of reports
• stores management principles, practices and procedures, especially as related to inventory control
• purchase and requisition procedures
• inventory record keeping procedures
• accounting procedures and principles as related to inventory control
ABILITY TO:
• effectively plan, coordinate and direct the activities of a technical and clerical staff
• evaluate, revise, and/or develop operational plans and procedures and to make recommendations for improvement
• prepare, analyze and interpret inventory totals and inventory reports
• prepare and present clear and concise oral and written reports
• learn the uses of data processing equipment and the application of such equipment to inventory control
• supervise subordinate technical and clerical staff in a city-wide inventory control program.
• effectively implement a city-wide inventory control, inspection, surplus property disposal and advertising program
• use computers and standard software for word processing, database management and preparation of reports
• establish and maintain effective working relationships with employees, vendors, contractors, representatives of other agencies and the general public

EDUCATION

Education equivalent to completion of the twelfth school grade.

AND
GENERAL EXPERIENCE:

Three years of inventory, stores, inspection or surplus disposal experience in a procurement environment.

AND
SPECIFIC EXPERIENCE:

One year of experience as either

a Procurement Inspection Services Officer administering the city-wide inspections effort of City purchased general commodities, services, materials supplies, food and food services to ensure conformity to City specifications and contractual agreements.

OR

a Surplus Property Disposal Officer administering the storage, distribution, and sale of surplus, obsolete or unserviceable City property.

OR


Any equivalent combination of acceptable education and experience, determined to be acceptable by the Office of Human Resources, that has included the specific experience and educational requirements as stated above.

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.