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PURCHASING MANAGER DAWSON COUNTY FINANCE Full-Time/Salary/Exempt JOB SUMMARY This position is under the direction of the Chief Financial Officer and is responsible for overseeing Dawson County’s centralized procurement functions, services and systems. The purchasing manager serves as liaison between departments and vendors, administers binding agreements, creates and analyzes contracts, providing recommendations, and maintaining bid, contract and vendor files all in accordance with the purchasing ordinance and policies. ESSENTIAL DUTIES Coordinates the procurement process for all major acquisitions for standard and non-standard goods and services, technology, buildings, roads, construction projects for departments. Administers the approved Purchasing Policy ordinance which includes the sealed bid process. Ensures compliance with applicable Dawson County purchasing policies and ordinances. Processes a variety of documentation associated with department procurement operations, within designated timeframes and per established procedures. Prepares complex solicitation documents such as Request for Proposals, Invitation for Bids, Request for Qualifications, Request for Information, and formal and informal Request for Quotes. Responsible for the development, implementation and evaluation of procurement policies, projects and programs to efficiently and effectively meet the needs of Dawson County. Reviews and analyzes requisitions, determining appropriate method of procurement, and reviewing bid proposals. Serves as the liaison between departments and vendors in relation to purchasing functions; site visits to gather information, perform analyses operations, become familiar with commodities used, and discuss product usage; coordinates communications between user departments and vendors. Administers award processes, which include departmental recommendations, and contacting suppliers to clarify proposals. Assists departments with submitting agenda packets and other documentation to Administration and the Board of Commissioners for consideration. Delivers public presentations to the Board of Commissioners and other interested parties. Notifies vendors of status updates, awards and unsuccessful bid notices. Conducts per-bid conferences, site visits, interviews, and evaluation committee meetings. Attends department meetings to gather information and review bid specifications. DAWSON COUNTY GOVERNMENT 25 Justice Way, Suite 2233 Dawsonville, GA 30534 (706) 344-3501 ---PAGE BREAK--- 2 Prepares various reports detailing the number of requisitions processed, issued, established, and the number of quotes, bids, and proposals received for administration. Publishes documents for public and vendor use using a variety of outlets including the county’s website, vendor management system, the Georgia procurement registry and other like agencies. Develops advertisements to be published in the legal organ. Understands project management. Identifies potential liabilities for the County as it relates to contracts. Issues and oversees purchase orders and price agreements and ensures proper controls are followed. Writes, negotiates (including best and final offers) and awards term contracts to vendors. Maintains vendor files and keeps information up to date such as contact and product information, vendor’s history and performance, insurance compliance and other applicable information including current and past pricing, and other information and enters it into various computer systems. Maintains all records in compliance with the approved records retention program. Maintains E-Verify records and compliance including annual reporting as required by state and federal law. Assists the Finance Department with forecasting contract values during the budget process. Reviews and amends company terms and conditions agreement to mirror county and state requirements when county agreement is not utilized. Reviews P-card transactions to ensure policy is adhered to and relays any concerns to the CFO. Performs other related duties as assigned. KNOWLEDGE / SKILLS / ABILITY KNOWLEDGE OF: Various software programs including Microsoft Office, CSI+ SmartFusion, Vendor Registry, contract management programs and basic website developer skills. Finance and accounting principles. Modern principles of organization and management. Applicable county and department policies and procedures, including purchasing procedures. Accepted governmental purchasing principles, practices and Georgia laws. SKILLED IN: Analytical and planning skills. Operating modern office equipment, such as a computer, calculator, facsimile machine, and copier. Handling high volume of complex work; preparing a variety of material, prioritizing work load, and managing projects. Communication, both verbal and written is vital, interpersonal skill as applied to interaction with co- workers, supervisor, and the general public, etc. sufficient to exchange or convey information and receive work directions. Performing mathematical and accounting calculations. ---PAGE BREAK--- 3 ABILITY TO: Effectively present material either orally or in a written format. Establish and maintain an effective working relationship with fellow county employees, department heads, elected officials, vendors, contractors and the general public. COMPLEXITY The work consists of varied duties in procurement and contract administration for all Dawson County departments. The volume and varied nature of the contracts contribute to the complexity of the work. GUIDELINES Guidelines include state laws, county ordinances, department policies and procedure, along with bid and contract requirements. These guidelines are generally clear and specific but require interpretation in application. This work is usually time-sensitive. CONTACTS Contacts are typically with Board of Commissioners, County Manager, department heads, co-workers, vendors, contractors and the general public. Contacts are typically to give and exchange information resolve problems, negotiations, and provide services. ADA MINIMUM REQUIREMENTS Scope of Performance: The purpose of this position is to provide Supervision over all county contracts and procurement. Successful performance helps ensure fair purchasing practices and cost savings to Dawson County. Physical Ability: T h e w o r k i s t y p i c a l l y p e r f o r m e d w h i l e s i t t i n g , s t a n d i n g , walking, bending, crouching, or stooping. The employee must occasionally lift light and heavy objects, up to 5 pounds regularly and up to 25 pounds occasionally. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Clear hearing and speech are required. Environmental Factors: The work is typically performed in office settings. Fast paced, requiring flexibility in handling a variety of functions simultaneously. MINIMUM QUALIFICATIONS / CERTIFICATIONS Bachelor’s Degree in Business Administration or a related field and four years of purchasing experience; or any equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. Certified Public Professional Buyer a plus but not required. Microsoft Office proficient. Possess a valid Georgia driver’s license and maintain a satisfactory Motor Vehicle Record (MVR). Applicant must be able to pass a background check and drug screening. ---PAGE BREAK--- 4 The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. I have read the above job description and understand the requirements. Signature: Date: Witness: Revised 5/1/25