Essential Duties
Serves as assistant to the County Purchasing Agent; May act in the absence of the County Purchasing Agent;
Establishes credibility throughout the organization with management and the employees in order to be an effective listener and problem solver of issues related to procurement and Logistics;
Provides comprehensive advice and support to the County Purchasing Agent, County management team, elected officials, County Commissioners, boards and commissions, employees, and vendors;
Advises Commissioners Court, County executive staff, County departmental staff, and others on purchasing issues;
Assists in planning, developing, organizing, implementing, directing, and evaluating logistics and procurement function and performance to serve County departments and employees;
Engages in, supports, and provides leadership and direction in the development of progressive short- and long-range plans and goal-setting for the Purchasing department that is responsive to the needs of the County;
Communicates information to County Purchasing Agent, Purchasing management team, subordinates, and others;
Gathers, interprets, and prepares data for studies, reports and recommendations; coordinates with other departments and agencies as needed;
Assists the Purchasing Agent in monitoring and overseeing department operations to assure that services delivered are in compliance with statutory applicable laws, rules, regulations, and applicable standards established by federal, state, and local laws, including the County Code of Ethics , and with policies established by the Purchasing Board and Commissioners Court;
Assists the Purchasing Agent in preparing and disseminating information concerning bid procedures and methods of purchasing to maximize participation of the local business community within the legal requirements;
Participates in the development of the County's plans and programs as a strategic partner but particularly from the perspective of the impact on County purchases;
Translates the strategic and tactical business plans into purchasing strategic and operational plans;
Assists Purchasing Agent in identifying operational problems and formulates appropriate solutions;
Analyzes costs and value and recommends new programs and monitors effectiveness of existing programs and recommends changes as needed to the County Purchasing Agent;
Ensures the fair and equitable treatment of all vendors and shall ensure the compliance by vendors with the County Ethics Code in all procurement matters, and shall have the duty to report all violations to the County Purchasing Agent and/or Ethics Commission;
Oversees and ensures accurate maintenance of a variety of records including contracts, vendor lists, standardized bids, specifications for recurring purchases, and purchase order requests;
Assists in developing the department's annual budget and monitors revenue and expenditure transactions;
Conducts fiscal analysis and prepares cost projections; works with County Auditor's office and reviews for accuracy, tracks, and monitors personnel budgets and expenditures throughout the year;
Initiates and assists with the development of internal operating procedures, policies, and controls;
Prepares specifications, technical reports, correspondence, and contracts for services;
Makes presentations to the Commissioners' Court, boards, and vendors;
Acts as liaison with County boards; various County officials, involved staff, and vendors;
Performs special studies or projects as assigned by the County Purchasing Agent; prepares a variety of studies, reports and related information for recommendation and decision-making purposes;
Oversees and ensures the procurement of materials and services in compliance with duly authorized purchase requisitions at optimum cost and to documented specifications;
As directed plans, coordinates, negotiates, and supervises the acquisition and disposition of certain County owned land, buildings, and leased properties;
Oversees and ensures that purchasing documents are properly completed and the terms and conditions are appropriate;
Reviews buyer recommendations on vendor selecting negotiations, bids, and purchase contracts and makes appropriate recommendations to the Purchasing Agent;
Oversees and certifies adherence to proper purchasing procedure;
Ensures correct coding of invoice information for computer input to include appropriate budget accounts;
Establishes and maintains effective public relations in a complex environment involving technical and non-technical personnel and respond to inquiries from customers, regulatory agencies, or members of the professional community;
Attends training and maintains current knowledge of Procurement policies, programs, laws and issues;
Serves as a member of the Purchasing Department management team and attends team meetings and training;
Reviews bids awards and purchase order purchases to identify potential purchasing efficiencies, time savings measures and possible advantages of economies of scale through cooperative purchasing strategies and long term contract purchases;
Compiles data and updates the Purchasing Board Monthly Report for review by the Purchasing Agent and submittal to the Purchasing Board;
Acts as liaison with MUNIS Enterprise system software committee developing strategic plans, correcting software deficiencies, and planning of future service developments;
Reviews, tests, and implements upgrades and changes made in MUNIS Enterprise System software; and develops purchasing procedures and policy to coordinate system functionality to purchasing processes;
Reviews monthly reports to assure County monies are not lost due to gaps in user knowledge and system functionality;
Participates and Chairs Procurement Review Committee to review all purchasing solicitations, awards, and cooperative purchases are accurate, fair, and follows the State of Texas Purchasing Code, prior to the items being submitted to Commissioners Court for ratification;
Monitors the completion of the annual County fixed asset report by July 1st as required by State law;
Monitors reporting, reviews, and corrects County department fixed asset reports annually, submits corrections to Commissioners Court, and reports corrections to County Auditor’s office;
Supervises County surplus and vehicle auctions, and recommend corrections and process changes to staff as needed;
Is the Program Administrator for County travel credit card, add, delete, edit, correct travel card information, resolve credit card issues, credit limit issues, and deactivate cards;
Monitors and processes County vehicle rentals through contract and reviews billing in coordination with the Auditor’s office;
Monitors purchases utilizing County’s Purchasing Department credit cards for all purchases where purchase orders may not be utilized and review billing in coordination with the Auditor’s office;
Conducts weekly bid administration and managers meeting to receive updates on formal solicitations and projects, and disseminates any information from the Purchasing Agent as needed;
Issues written and oral instructions; assigns duties and examines work for exactness, neatness, and conformance to policies and procedures; evaluates assigned staff; reviews progress and directs changes as needed;
Demonstrates emotional intelligence in day-to-day work, decision making, problem solving and in the supervision of employees;
Other Important Duties*
Performs such other related duties as may be assigned.
Substitutes, if assigned, during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations;
Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts; and
Creates a high-quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills.
As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor.
Organizational Relationships
Reports to: County Purchasing Agent
Directs: Supervision of department’s division managers and support staff
Other: Has contact with Purchasing department staff, vendors, and suppliers, Commissioners Court, county offices and employees, regulatory and funding agencies, and the general public.
Minimum Requirements: Knowledge, Skills, and Abilities
Knowledge of: procurement management principles, practices, concepts, and strategies in a large public agency; Extensive knowledge of standard and automated purchasing techniques, practices, procedures and control; thorough knowledge of Federal, State and Local applicable laws, regulatory codes, ordinances, rules, permits, licenses, purposes, sources, standards, policies and procedures including, but not limited to, the Texas County Purchasing Act, Public Property Finance Act, Services and Products of Severely Disabled, Interlocal Cooperation Agreement, Prompt Payment Act, the Public Works Performance and Payment Bonds, and the County Ethics Code; thorough knowledge of contractual terms and conditions, insurance, bids, and bid performance bonds; thorough knowledge of property and Logistics management and control; land management principles; commercial real estate documents; proper methods and practices of selecting, leasing, and acquiring properties for County use; budget development and tracking, cost control procedures, financial forecasting and fiscal analysis; management and supervisory principles and techniques and pertinent federal, state and local rules and regulations; principles and theory of public administration including strategic planning, general administration, human resources management, technology, fiscal management, and accounting; budget preparation to project and budget for future needs and costs of services, equipment, supplies and staff; best practices in customer service. Skill/Ability to: understand business functions and metrics within the County, local government, and purchasing; interpret information to determine organizational impact in making decisions and/or recommendations; ensure that departmental activities conform to federal, state, and local laws and regulations; identify and resolve departmental operational problems; prepare executive-level correspondence and reports; analytic reasoning, problem solving to be a respected business partner; supervise, train, and evaluate the work of subordinate staff; prepare and give presentations on the department's activities, functions, and issues; establish and maintain effective working and diplomatic relations with County offices and departments, the public and representatives from governmental, industry, media, and other agencies; maintain effective audio-visual discrimination and perception necessary for making observations, communicating with others, and reading and writing; maintain mental capacity, which allows the capability of making sound decisions and demonstrating intellectual capacities; communicate effectively orally and in writing; establish effective working relationships with management, employees, employee representatives and the public representing diverse cultures and backgrounds; treat County employees, representatives of outside agencies and members of the public with courtesy and respect; communicate effectively with a variety of individuals representing diverse cultures and backgrounds and function calmly in situations which require a high degree of sensitivity, tact and diplomacy; exercise critical thinking; maintain personal and professional integrity and courage; maintaining confidentiality; and efficiently and effectively administering components of a human resource management system for a large employer.
Each and every county position requires the following professional skills and abilities as key and necessary elements of performance:
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Demonstrate regular and reliable attendance;
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Work well with others and participate fully in a team oriented environment;
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Interface with other employees and customers in a courteous and respectful manner;
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Project positive support of their department and all county organizations at all times; and,
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Maintain and enhance the County’s commitment to customer service excellence
