Colorado Judicial Branch
Purchasing Supervisor
Job Title
Purchasing Supervisor
Job Code
R11112
Job Series
Financial Services
FLSA Status
Exempt
OCC Group
Professional Services (PS)
Signature of the State Court Administrator approval available on file in the Human Resources Division.
General Statement Of Duties
Summary of Job Classification:
The Purchasing Supervisor oversees purchasing functions as requested or required to ensure compliance with Judicial Department requirements. Work includes independently drafting and reviewing highly complex, technical, high risk and politically sensitive requirements and specifications; selecting the procurement source and method; creating and implementing a plan to review and negotiate with vendors regarding all aspects of a procurement. Works with management and counsel to recommend revisions to existing solicitation templates. Interprets rules and laws to provide guidance to customers and the Purchasing Agent positions. Has staff authority over the Purchasing Agents.
Distinguishing Factors
Human Collaboration:
Interactions and communications may result in recommendations regarding policy development and implementation. May also evaluate customer satisfaction, develop cooperative associations, and utilize resources to continuously improve customer satisfaction.
Freedom to Act & Impact of Actions:
Within the limit set by professional standards, laws, regulations and the Department’s rules and resources, the Purchasing Supervisor develops and obtains approval for non-standard terms and conditions for specialized projects and services and develops and seeks approval for contract language specific to a particular scope of work. The Purchasing Supervisor determines process including designing the set of operations. This individualization requires analysis of data that are complicated. Analysis is breaking the problem or case into parts, examining these parts, and reaching conclusions that result in work processes. This examination requires the application of known and established theory, principles, conceptual models, professional standards, and precedents to determine their relationship to the problem. New processes or objectives require approval of higher management or the agency with authority and accountability for the program or system.
Knowledge & Skills:
Principles, practices and methods used in public agency purchasing and contracting and contract administration.
Principles of staff supervision and development.
Federal, state and local laws and regulations governing public sector purchasing and the award and administration of contracts.
Principles, practices and techniques of drafting and administering complex purchase transactions and enforcing contract provisions.
Methods of conducting product and vendor research.
Office and records management practices and procedures.
Principles and practices of sound business communication.
Fiscal Responsibility:
Position has no fiscal responsibility.
Essential Functions Of the Position
To perform this job successfully, an individual must be able to perform each essential function listed below satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequency and percentage of time may vary based on assignment.
Prepares, analyzes and/or reviews solicitation documents including Documented Quotes (DQ), Requests for Bids (RFB), Requests for Qualifications (RFQ) and Requests for Proposals (RFP) which are of high risk, politically sensitive or high complexity.
Serves as a team supervisor and subject matter expert for the Purchasing Agent positions.
Researches, prepares or assigns and reviews PAIRR 2 requests.
Prepares, analyzes and/or reviews purchasing specifications to ensure clarity of work and contracting requirements.
Determines the appropriate solicitation method to be used for source selection.
Utilizes an electronic solicitation distribution system to issue solicitation documents and performs vendor sourcing and outreach as necessary to support SCAO and district needs for identification of vendors.
Recommends and implements purchasing actions and methods and prepares and maintains supporting documentation.
Reviews and analyzes sole-source purchase requests and makes a recommendation for approval or denial to the Purchasing Manager.
Conducts solicitation openings.
Assists in evaluating contract documents for compliance with purchasing practices, rules, and policies.
Establishes link between purchasing and contracting through review of purchasing documents in conjunction with standard contract templates or proposed contract language specific to a scope of work.
Prepares reports and recommendations related to the development and management of solicitations.
Assists in review and evaluation of purchasing practices and procedures. Recommends new or revised policies and procedures to the Purchasing Manager.
Works with the Purchasing Manager to maintain and update the Procurement Rules and Training documents.
Serves as the Judicial Department’s principal point of contact for procurement related vendor questions and concerns for areas assigned and guides Purchasing Agents on complex issues.
Consults with the Contract Unit, Divisions or Districts on issues arising after procurement is complete, such as vendor performance problems.
Acquires and maintains a thorough working knowledge of the available purchasing support systems available to State agencies including the procurement card program, Rocky Mountain Bidnet, CORE, Forum, VSS, the e-procurement initiative, and any other new programs. Recommends to the Purchasing Manager Judicial Department participation as appropriate.
Receives and participates in the review and evaluation of responses to solicitations; negotiates on behalf of the Department; interviews finalists; makes or participates in the selection of a vendor; coordinates and leads cross departmental evaluation teams; facilitates and leads pre-bid meetings.
Identifies services that could be candidates for consolidated solicitations and coordinates solicitations for complex, politically sensitive and high-risk processes.
May represent the Procurement Unit in interactions with customers, senior management, other Department personnel and outside government agencies in procurement and distribution matters, at the direction of the Procurement Manager.
Regularly confers with internal customers regarding needs.
Provides technical expertise and guidance on procurement standardization including training and coaching on Judicial procurement policies and procedures to Divisions or Districts.
Interprets and explains applicable laws, regulations, codes and policies and confers with internal and external peers in other governmental agencies on procurement and contracting issues.
Represents the Department at purchasing-related conferences, on various task forces, and other similar purposes as may be requested or assigned.
Develops and prepares training materials.
Notifies and informs Divisions and Districts about any purchasing-related problems, developments, improvements, processes, or procedural changes.
Coordinates with the State Division of Purchasing, State Internet Portal Authority, State Office of Information Technology and other agencies as necessary when utilizing their cooperative agreement or as otherwise assigned.
Attends meetings and training as required.
Performs other duties as assigned.
Supervisor Responsibilities
Serves as a supervisor for and has staff authority over the Purchasing Agents. Duties include planning, scheduling, assigning in all facets of work; quality control and compliance; decisions impacting the pay, status and tenure of others. Conducts performance appraisals, and provides input into and participates in discipline, dismissal, and hiring processes.
Minimum Education
Education and Experience Equivalency:
Graduation from an accredited college or university with a bachelor's degree.
OR
Additional work experience in a related field may be substituted on a year for year basis for the required formal education, with additional work-related experience required.
Work Related Experience:
Four years of experience as a purchasing agent or related position, with at least two years as a team lead or subject matter expert, preferably in a government setting.
Preferred Qualifications:
Define and analyze complex issues or problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
Coordinate, organize and prioritize assignments and exercise sound independent judgment within areas of responsibility.
Analyze and evaluate highly complex qualifications, bids, proposals, purchase requisitions, specifications and other purchasing-related documents.
Efficiently conduct vendor and product research.
Draft clear, well-defined proposals, bids, contracts and agreements consistent with all applicable legal requirements.
Analyze and make sound recommendations on complex technical data and legal requirements associated with contract development and administration.
Evaluate contract and agreement language and documents and make sound recommendations for improvement.
Understand, interpret, explain and apply Judicial, local, state and federal laws and regulations applicable to areas of responsibility.
Understand Judicial processes and procedures for Divisions and Districts across the Department.
Perform cost analysis and payment calculations.
Prepare clear, concise and comprehensive reports and written materials.
Exercise sound independent judgment within general policy guidelines.
Maintain complete, comprehensive records and files.
Make effective oral presentations to individuals and groups.
Physical Demands
Physical Effort Requirements:
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to use hands and fingers and reach with hands and arms. The employee is occasionally required to stand and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.
Work Environment
Work Environment:
The noise level in the work environment is usually quiet. This position is subject to varying and unpredictable situations; may handle emergency or crisis situations; is subject to many interruptions; may handle multiple calls and inquiries simultaneously; and may occasionally handle absentee replacement on short notice.
Work Location:
Office or similar indoor environment.
Exposures:
None.