Position Summary

The Purchasing Manager oversees all procurement activities for Benton County government, ensuring compliance with state and federal procurement laws, including but not limited to Arkansas Code Annotated (ACA) Title 14, the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200), county-specific policies and applicable federal regulations. This role is responsible for managing the purchasing process, maintaining accurate records, and implementing cost-effective strategies to support county operations.

Responsibilities

1. Create and issue purchase orders (POs) in accordance with county policies and state regulations.
2. Prepare, advertise, and review requests for bids (RFBs), requests for proposals (RFPs), and requests for qualifications (RFQs), ensuring adherence to proper procurement processes and legal requirements.
3. Notify vendors of successful bid responses and award.
4. Manage contract records, including terms and conditions, pricing, delivery schedules, and performance metrics, to ensure compliance and accountability.
5. Review all purchases to ensure they align with departmental budgets and fiscal policies.
6. Provide guidance to county departments on purchasing procedures and assist in resolving complex procurement issues.
7. Maintain effective communication with vendors and suppliers to foster positive relationships and ensure reliable service.
8. Assist in developing and updating county purchasing policies and procedures to align with best practices and legal requirements.
9. Develop and implement cost-saving measures to optimize procurement processes and reduce expenses.
10. Maintain accurate fixed asset records in compliance with federal, state and county regulations.
11. Reconcile fixed asset records to the General Ledger and prepare reports for external auditors.
12. Perform annual asset physical inventories.
13. Set up and coordinate Auctions as needed.
14. Review property insurance policies and schedules to ensure adequate coverage for county assets.
15. Submit and manage property insurance claims in coordination with insurance providers.
16. Master the use of the county’s current accounting system to streamline purchasing and asset management processes.
17. Prepare documentation to register equipment and vehicles with the State of Arkansas, ensuring compliance with state registration requirements.
18. Maintain fuel card records and issue new fuel cards and deactivate fuels cards as needed.
19. Review fuel invoices and prepare allocations to properly distribute costs to departments.
20. Prepare monthly asset Disposal Report for the Quorum Court meeting.
21. Prepare various Court Orders as needed for asset appraisals, surplus and disposals; and for bid awards.
22. Regular and reliable attendance.

Required Skills and Knowledge

• Knowledge of Applicable Laws and Regulations: Comprehensive understanding of Arkansas state procurement laws (e.g., ACA Title 14), federal procurement regulations, and county policies.
• Knowledge of Purchasing Procedures and Regulations: Expertise in public sector purchasing processes, including competitive bidding, contract management, and compliance.
• Effective Communication: Ability to communicate clearly and professionally with county staff, vendors, and stakeholders, both verbally and in writing.
• Analytical and Problem-Solving Skills: Capability to analyze data, evaluate bids, and resolve complex purchasing issues efficiently.
• Technological Proficiency: Skilled in using relevant software, including accounting systems, procurement platforms, and Microsoft Office Suite.
  

Education and/or Experience:

• Four-year college degree in a business-related discipline (e.g., Business Administration, Finance, or Supply Chain Management) required.
• Five (5) years of purchasing management experience may replace degree requirement.
• Master’s degree in a related field preferred.
• Two (2) years of purchasing management experience required.
• Governmental purchasing experience preferred.

Preferred Certificates, Licenses, Registrations

• NIGP Certified Procurement Professional (NIGP-CPP)
• Certified Public Procurement Officer (CPPO)
• Certified Professional Public Buyer (CPPB)

Physical Demands

To perform the essential functions of the job, the Purchasing Manager must be able to:

While performing the duties of this job, the employee is regularly required to stand, sit, walk, talk or hear, use hands to finger, handle or feel, reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The employee must occasionally lift and/or move up to 25 pounds.

Work Environment

The Purchasing Manager works primarily in an office setting, with occasional travel to county facilities or vendor locations. The role requires regular interaction with county departments, vendors, and external auditors.