Purchasing Supervisor - Delta Diablo : Job Details

Salary : $10,633.61 - $12,925.22 MonthlyLocation : Antioch, CAJob Type: Full Time, RegularJob Number: 2025-001Department: Business Services DepartmentDivision: PurchasingOpening Date: 01/15/2025Max Number of Applicants: 100 The Position Under general direction, serves as the principal purchasing official responsible for development, processing, and execution of contracts; ensures compliance with procurement policies and procedures; performs procurements, quality control, and procurement training; administers the District's procurement card program; and supervises procurement and warehouse activities.Distinguishing CharacteristicsThis is a single position, advanced journey-level classification. Incumbent possesses advanced knowledge of government procurement and warehousing practices and demonstrates initiative and judgment to perform the full range of procurement and contract management duties. The Purchasing Supervisor is distinguished from the Finance Manager by the latter's responsibility for overall management of the Finance Division. This position is distinguished from the Warehouse Technician II based on supervisory responsibilities and responsibility for administering purchasing functions and activities.SUPERVISION RECEIVED AND EXERCISEDUnder general direction from the Finance Manager and may receive functional direction from other managers. This classification exercises supervision and direction over lower level purchasing and warehouse classifications. May act as a leader for assigned District teams and projects and as such may coordinate or oversee the work of other District staff directly related to the assigned activity. Primary Job Duties Duties and responsibilities may include, but are not limited to, the following:

• Oversee, coordinate, and administer cost-effective, diversified, and reliable procurement of materials, supplies, equipment, and services in accordance with established policies, procedures, and applicable federal, state, and local laws.
• Support development of revised procurement policies, procedures, and forms, as needed, and ensure broad awareness and adherence to internal controls to support effective implementation and compliance.
• Develop, implement, and administer effective systems for facilitating work planning needs, oversee contract administration activities, by reviewing, resolving issues, and processing submitted purchase requisitions, and orders, quotes, and contracts to final execution.
• Utilize software applications to effectively administer procurement functions and financial system transactions during the initial and administration phases of contract management to ensure conformance with contract terms and conditions and maintenance of vendor data for accuracy and validity.
• Coordinate with District staff to prepare requests for quotations, requests for proposals, and invitations for bids and conduct timely procurement of goods and services.
• Coordinate with District staff to ensure timely review, approval, and filing of contracts.
• Prepare and maintain accurate records and documentation for solicitations, responses, purchases, contracts, correspondence, and related follow-up activities in compliance with District policies and procedures.
• Conduct effective research for developing scopes of work, prices, terms and conditions, contract amendments, extensions, and change orders with vendors, as needed; and work effectively with District staff and vendors to resolve disputes that may arise.
• Administer the procurement of the District's vehicles, manage the associated vehicle registration requirements, and coordinate procurement of insurance with District's Risk Manager.
• Supervise key warehouse functions and activities, including conducting an annual inventory, establishing ordering points and inventory control system in coordination other District division needs, using electronic information to maintain efficient inventory levels, providing District management with appropriate inventory and usage reports.
• Administer disposal of surplus assets in accordance with District policies and procedures.
• Develop, coordinate, and/or conduct procurement training, including software applications.
• Administer the District's purchasing card program.
• Provide supporting information to department managers during annual operating budget development and for ongoing management of operational budget reports.
• Support compliance with grant administration and reporting requirements.
• Supervise staff by providing technical guidance, direction, work review, and training; establishing work schedules; reviewing and coordinating leave requests; and formally evaluating employee performance through proper documentation of job performance.
• Effectively perform other work duties and responsibilities consistent with the position on an as needed and/or assigned basis.

General Organizational Duties:

• Actively promote the District's focus on effective and respectful communications to build better work relationships at all levels in the organization.
• Establish and maintain effective relationships with other staff members, staff at other agencies, and professional organizations.
• Participate in teams engaged in District projects and organizational activities.
• Provide appropriate, timely, and customer-service focused responses to inquiries from the public.
• Understand and conform with the District's Policies and Procedures.
• Understand and conform with the District's Safety Program.

Qualifications QUALIFYING TRAINING AND EXPERIENCEA combination of training and experience that demonstrates an individual has obtained the required knowledge and is able to perform the required work (with reasonable accommodation, if needed). A person with the following combined training and experience would most likely qualify to compete in a selection process:Education: Associate degree or a combination of equivalent work experience, training, and education in business or public administration, finance, purchasing, or another related field.Experience: Minimum of four (4) years of increasingly responsible full-time professional experience in procurement, public contracting, or finance involving the acquisition of goods and services. Prior supervisory experience or two (2) years in a lead-level capacity.KNOWLEDGE, SKILLS, AND ABILITIESKnowledge of:

• Modern principles and practices of public sector, governmental procurement, and supply-chain management.
• Principles, practices, methods, and techniques of public procurement purchasing, including specification development, and contracting.
• Development and administration of effective procurement, purchasing, and inventory control systems, policies, and procedures.
• Computerized purchasing, finance, and inventory systems.
• Types of supplies, materials and equipment commonly used by water and wastewater agencies, including terminology and nomenclature.
• Working knowledge of math to perform computations and collect statistics for basic cost and price analysis.
• Procurement best practices of governmental purchasing, including sources of supply, marketing practices and pricing methods, and trends in the procurement industry.
• Applicable state and federal laws and regulations, including the Uniform Commercial Code and Public Contracting Code.
• Recordkeeping principles and procedures.
• Modern office practices, methods, and computer equipment.
• Principles of supervision and techniques for training, motivating, and developing employees, and conducting formal performance evaluations.

Skills and Abilities:

• Accurately interpret, apply, and ensure compliance with established District policies and procedures.
• Evaluate, plan, and articulate actions necessary to complete procurement of goods and services.
• Evaluate sections of technical specifications related to parts and materials purchasing requirements.
• Ensure procurement records are accurately managed and summarized to produce detailed summary reports.
• Establish and maintain open and honest communications with co-workers at all levels.
• Embody and provide a high-quality customer service experience both internally and externally.
• Provide effective verbal and written communications; and comprehend verbal and written instructions.
• Perform arithmetic and mathematical calculations common to procurement of goods and services and the associated contract and inventory management.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Operate automobiles and electric carts.

PHYSICAL DEMANDS The physical demands described herein are representative of those that may be encountered by an employee while performing the essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

• Perform simple grasping, pushing, pulling, and fine manipulation.
• Sitting, standing, walking on level and unlevel surfaces, reaching, twisting, turning, kneeling, bending/stooping, crouching, grasping, and making repetitive hand movements in the performance of daily duties.
• Must possess the mobility to work in a standard office setting and use standard office equipment, including a computer.
• Mobility to visit and observe various construction sites.
• Vision to read printed materials and a computer screen, clearly see objects, and observe spatial relationships.
• Finger dexterity is required to access, enter, and retrieve data using a computer keyboard and to operate standard office equipment.

WORKING CONDITIONSThe work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Typically works in a normal office environment with controlled lighting and ventilation, and moderate noise levels.
• Periodic travel may be required for training, meetings, and other business purposes.
• Noise levels in the field work environment are usually moderate with occasional exposure to loud equipment. This position may enter locations that require personal protective equipment (PPE). The specific PPE required for the exposure will be provided and worn in accordance with current District, state, and federal regulations.
• Employee may interact with the public or private representatives while conducting job duties.

Selection ProceduresFair Labor Standards Act Classification: Non-exemptCollective Bargaining Representation Unit: Professional & TechnicalPay Level: P158 Job Specifications Approved by: Board of Directors Approval Date: 06/09/2021Appointment and Removal Authority: General ManagerRevision Approval Authority: General ManagerRevision Date: 06/09/2021, 01/08/2025BENEFITS OF EMPLOYMENT In addition to providing challenging and interesting career positions, the District offers a comprehensive benefit package, which includes:Healthcare Insurance: The District contracts with CalPERS to provide medical coverage to qualified employees, their eligible spouse/registered domestic partner, and/or dependent children through the Public Employees' Medical and Hospital Care Act (PEMHCA) and pays the monthly premium up to 100% of the Kaiser rate for each respective coverage category (employee only, employee + 1, or employee + family). Employees will be required to pay, via pretax payroll deductions, the excess premium amount when electing a healthcare provider whose premium exceeds the Kaiser rate. All employees must enroll in the District's dental plan.Dental and Vision Insurance: The District provides vision and dental coverage for qualified employees, their eligible spouse/registered domestic partner, and/or dependent children, and pays 100% of the premium.SS and SDI: The District participates in the federal Social Security (6.2% - FICA and 1.45% - Medicare) and State Disability Insurance (SDI) programs.Life Insurance: The District provides fully paid basic life and accidental death & dismemberment insurance equal to the employee's salary as of January 1 of each year. The District also provides Long Term Disability coverage and an Employee Assistance Program.Flexible Spending and Dependent Care Accounts: Employees may contribute to a Flexible Spending Account (FSA) or a Dependent Care Spending Plan (DCSP) on a pre-tax basis to assist with the cost of eligible expenses.Retirement: The District participates in the California Public Employees' Retirement System (CalPERS) as follows:

• Employees hired after June 30, 2012, and employees hired on or after January 1, 2013, with reciprocity recognized under CalPERS are provided a retirement benefit of 2% at age 55 formula with the three-year final average compensation period, as defined by CalPERS in Government Code Section 20037. These employees shall pay 100% of their seven percent (7%) employee member contribution on a pre-tax basis.

• Employees (PEPRA) hired after December 31, 2012, without reciprocity recognized under CalPERS are provided a retirement benefit of 2% at age 62 formula with the three-year final average compensation period, as defined by CalPERS in Government Code Section 20037. These employees shall pay 50% of the total normal cost (PEPRA Member Contribution Rate) as determined annually by CalPERS on a pre-tax basis.

Retiree Medical*: Under the terms of the MOU, the District contracts with CalPERS to provide post-employment medical coverage to qualified employees, their eligible spouse/registered domestic partner, and/or dependent children in accordance with the requirements of CA Government Code Section 22893 as follows:Employees hired after October 15, 2022

• The Medical Benefit will be equal to the Minimum Employer Contribution (MEC) established annually by CalPERS.

* Retirees must enroll in a Medicare supplemental insurance plan through CalPERS when they become eligible. CalPERS requires that employees pay their Social Security premium for Medical Part B coverage to remain enrolled in a CalPERS Medicare health plan.Retiree Health Savings Account: The District provides employees a MissionSquare retiree health savings account (a health reimbursement arrangement as described in Internal Revenue Service Notice 2002-45). Employees may withdraw benefits from the plan upon separation from District employment per the requirements of the plan. The Union may set or adjust the employee contribution amount annually.The District shall make contributions to a MissionSquare account in the amount of one hundred dollars ($100.00) per pay period for employees hired after October 15, 2022.Deferred Compensation: Eligible employees may participate in the District's 401(a) and 457(b) programs. Employees who participate in the program are eligible to receive a matching contribution up to 4% into their 401(a).Leave Allowance: Vacation accrual begins with 10 days and increases to a maximum of 25 days annually; 96 hours of sick leave annually; and 11 paid holidays annually. 24 hours of Floating Holiday is credited to employees on July 1 annually (prorated for new hires) and is forfeited if unused by the end of the fiscal year. For eligible employees, 40 hours of Administrative Leave is credited to employees on July 1 annually (prorated for new hires) and is forfeited if unused by the end of the fiscal year.Sick Leave Sell Back: Employees may sell back sick leave hours exceeding 40 hours in the year that it was accrued up to a maximum sell back of 40 hours of sick leave per year. Sick leave sell back will be paid out in the final paycheck of the calendar year.Vacation Maximum Accrual: The maximum annual carryover is 400 hours. Any hours earned in excess will be paid out in the final paycheck of the calendar year.Comp Time: An employee may cash out Comp Time hours twice per year, with at least two-weeks advance notice to payroll. The balance of Comp Time hours will be paid out to the employee on the last paycheck of the calendar year.Other Health and Wellness: The District participates in a variety health and wellness activities throughout the year, which includes but is not limited to blood pressure checks, flu vaccinations, fitness/wellness competitions, wellness information sessions, etc. The District also reimburses staff up to $81 quarterly for gym memberships and/or weight loss programs. **Information concerning additional benefits, such as tuition reimbursement, catastrophic leave, etc. can be found in the Memorandum of Understanding (MOU) between Delta Diablo and the Professional and Technical Bargaining Unit. Disaster Service Worker: Employees of Delta Diablo are, by State and Federal law, Disaster Service Workers. In the event of a declaration of emergency, any employee may be assigned activities that promote protection of public health and safety or the preservation of lives and property, either at the District or within the local or their own community pursuant to State Government Code Sections 3100-3109. Other Important Employment Information: Employees of Delta Diablo are required to maintain a valid California State Class C license. Continued maintenance of valid driver's license, and the ability to be insured for the operation of a vehicle/District vehicle in accordance with the terms and conditions of the District's insurance program are conditions of continued employment. Equal Opportunity: All aspects of employment and promotion shall be without regards to sex, physical handicap, race, religious creed, color, national origin or age. The District encourages applications from qualified minorities and women interested in employment with the District. Reasonable accommodations are accessible to all individuals as part of the recruitment process. Applicants requesting an accommodation should submit their requests to Human Resources.All final candidates for employment with the District are subject to a background check. Acceptance of an employment offer is contingent upon successfully passing a District pre-employment physical examination and drug screen.01 What is the highest level of education you have completed? 02 Do you have 4 years of increasingly responsible experience in procurement, public contracting, or finance involving the acquisition of goods and services? If so, please list which employer and number of years of experience with each employer. 03 Do you have 2 years of experience in supervising staff or working in a lead-level capacity? What is the largest number of staff you have directly supervised and what was their scope of responsibility? 04 Describe your experience developing, managing, and monitoring contracts for professional services and the procurement of public sector supplies, materials, equipment, goods, and services. Specify your role and the scope of procurement and contracts. 05 Describe your experience purchasing in accordance with informal and formal bidding procedures, as well as contract administration. 06 Describe your experience in requisitioning, receiving, storing, distributing, and maintaining inventory of goods and special products/services. 07 How many years of experience do you have with inventory management systems? What type of system(s) have you utilized to manage and monitor inventory and assets? 08 How many years of experience do you have forecasting purchasing needs or making purchase recommendations? Required Question