Purchasing Officer

Salary: $91,045.36 - $100,497.04 Annually
Location : Hutto, TX
Job Type: Full Time
Department: Finance
Opening Date: 04/18/2025
Closing Date: Continuous
FLSA: Exempt

Position Overview
Title: Purchasing Officer

Department: Finance

Status: Full-Time

FLSA: Exempt
POSITION OVERVIEW

Under the supervision of the Director of Finance, this position manages the City's procurement and purchasing functions, including preparation of bid documents such as Requests for Proposals, obtaining quotes, and evaluating bids/quotes for best value. This position is also responsible for preparing purchase orders, updating supplier database for new suppliers and/or changes. Oversee the City 's credit cards (P-cards) system, maintaining the City's e-procurement software, and ensures purchasing compliance with State and Federal laws.
ESSENTIAL DUTIES

• Responsible in managing the city's procurement and purchasing functions.

• Prepares bid documents such as Requests for Proposals, Request for Qualifications, or quotes and evaluates bids/quotes for best value, and once approved, posting of the documents on bidding websites (such as BidNet) and the City Website. Maintains correspondence with departments and project vendors throughout the bid process.

• Reviews and authorizes purchase of goods and services with the completion of required documents and obtain approvals prior to issuance of purchase order.

• Updates Incode supplier database for new suppliers and/or supplier changes.

• Receives and processes applications for P-Cards, maintains SmartCard system, collects P-Card receipts and manages accounting in booking the monthly expense entry for P-Cards.

• Maintains the City's e-procurement software, which includes general oversight of contract management

• Provides training related to purchasing processes and to ensure city's compliance with rules and regulations are being followed.

• Provides purchasing planning and control information by collecting, analyzing, and summarizing data and trends.

• Monitors and updates the City's purchasing processes for adherence with the City's purchasing policy as well as State purchasing laws and regulations.

• Ensures that suppliers complete all required paperwork that may include but not limited to HB 1295 and HB 89 Certifications.

• Updates job knowledge by participating in educational opportunities and provide training and assistance to department personnel as needed.

• Ensures a comprehensive records management process is being followed

• This position may be involved in strategic sourcing decisions, supplier relationship management, and contract negotiations.

• Performs other duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES

• Effective management of public purchasing practices and techniques.
• Proficient in various procurement statutes, ordinances, and codes and applying these consistently.
• Knowledge of accounting and budgeting process as it relates to purchasing transactions.
• Proficiency in drafting, reviewing, and managing contracts, well-versed in contract laws, terms, and conditions.
• Strong negotiation, communication and analytical skills, along with a good understanding of financial principles, contract management and inventory systems.
• Knowledge of buying procedures, purchase orders, delivery orders, and the use of purchasing cards.
• Skill in informal and all formal source selection processes including price competition.
• Skill in computer applications including spreadsheets, databases, and word processing software.
• Skill in effective verbal and written communication
• Skill in exercising good judgment, tact, and diplomacy.
• Ability to establish and maintain good working relationships with City employees and the public. Professional representation of this role is critical.
• Ability to resolve conflicts and seek appropriate solutions, as needed.

EDUCATION, CERTIFICATIONS, LICENSES & EXPERIENCE

• Bachelor's degree from an accredited college or university with major coursework in Accounting, Finance, or related field
• Five (5) years of professional experience in a purchasing capacity, with a minimum of two (2) years of experience within a municipality

PHYSICAL DEMANDS

This position is primarily sedentary, requiring an individual to sit at a desk for long periods of time, working on a computer.

Must be able to lift up to 20 lbs.
CORE VALUES

This position requires an individual to align with and maintain the standard as set by our organization's Core Values:

Integrity- Communicating honestly, being accountable, upholding moral principles, and supporting our organization's values

Collaboration- Showing teamwork is equally as cherished as individual achievements by celebrating positive outcomes together

Consistency- Producing an accomplished standard of work in the workplace

Servant leadership- Actively listening to exert a positive influence

Mutual respect- Valuing opportunity, unique contributions, and each other

Forward-thinking- Considering needs, listening to team members, and thinking innovatively
DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
The City of Hutto provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard of race, color, religion, age, sex, national origin, disability, marital status, genetics, protected veteran status, sexual orientation or any other protected characteristic under applicable law.
At the City of Hutto we are committed to a comprehensive benefit program that helps our employees stay healthy, feel secure, and maintain a work/life balance. We offer free medical, dental, vision, life insurance, and short and long term disability for employees, and the ability to purchase plans for family members. The City of Hutto also provides:

• 2:1 Retirement contributions at 7% to Texas Municipal Retirement System (TMRS)
• 14-Paid Holidays
• Bilingual and Miscellaneous Certification Pay
• 3 Weeks Paid Vacation Per Year
• Education Reimbursement
• Paid Sick leave
• Hybrid Work Available
• Employee Assistance Program (EAP)
• Flex Time