Purchasing Supervisor

  • Company: Hall County Government
  • Location: Gainesville, Georgia 30503 United States
  • Salary: $53,000
  • Date Posted: March 8, 2023
  • Closing Date: April 17, 2023


JOB SUMMARY: This is a supervisory position within the organizational structure of the Hall County Financial Services Department and is responsible for activities and functions of the Purchasing Division of the Department. This position plans and administers a centralized purchasing program for procurement of goods and services by Hall County within the Purchasing Ordinance adopted by the Hall County Board of Commissioners. This position provides purchasing support throughout the organization for both internal and external stakeholders. Responsibilities include supervising and coordinating purchasing functions which consists of: the competitive bid process, contract administration, procurement activities, and compliance reporting. Work is performed under the general direction of the Purchasing Manager and is reviewed through reports, conferences, and evaluation of results achieved. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: Assists the Purchasing Manager in day-to-day procurement operations. Ensures that all purchases follow the Official Code of Hall County, Federal, State and Local laws. Learns and masters the Enterprise resource planning (ERP) financial software and assists departments as needed with inputting requisitions and driving workflow through to completion. Assists in monitoring the continual workflow of items from conception through the financial software and ensures appropriate documentation is maintained in the ERP financial software. Communicates daily with the Purchasing Manager on buyer activities and work-in-progress and advises the Purchasing Manager on all purchasing matters. Manages more complex and advanced Request for Qualifications and Cost Proposals. Attends pre-bid meetings and performs on-site job walks throughout the County. Generates and manages bid schedules to ensure timely award. Manages assigned requisitions-to-PO activities. Reviews and approves requisitions, advises departments concerning purchases of services, supplies and equipment. Measures metrics for time from requisition receipt to PO dispatch and other metrics as assigned. Assists in the review of proposals for accuracy, grammar, punctuation, formatting. Assists departments in writing clear and concise Scope of Work statements. Assists with restructuring electronic legacy files to the shared file format and assists with maintaining historical physical files. Ability to search and find data in both file types is required. Validates solicitation postings on the County’s website and job boards. Learns and uses the County’s account structure and understands the Uniform Chart of Accounts. Runs reports on spend data and previous purchases and delivers statistics in an understandable format. Validates Certificates of Insurance and Bonding Surety Documents and underwriters. Prepares Task Order bid proposals for contracted Demand Services On-Call Contractors. Develops and executes solicitations for new Demand Services On-Call Contractors. Learns and utilizes the Purchasing Division’s Standard Operating Procedures Manual. Establishes and manages internal policies and procedures related to purchasing activities. Maintains and updates bidder’s list, vendor’s list and properly stores all contract documentation. Assists vendors, contractors and staff with vendor set up, registration and reporting. Attends and participates in meetings and committees as required. Assists in training buyers for professional growth. Serves as backup of the Purchasing Card (P-Card) program, including but not limit to, monitoring cardholder activity, maintaining appropriate documentation, and ensuring compliance with appropriate regulations. Coordinates procurement activities among internal and external stakeholders to ensure a transparent process that provides the greatest value to Hall County. Reviews and interprets policies, regulations, and laws related to purchasing functions. Works closely with departments to ensure documentation and requests meet requirements. Supports the development and execution of various training initiatives. Provides consultation and technical assistance to the Purchasing Manager related to purchasing functions. Conducts ad hoc and historical reports to assist County officials in making purchasing related policy decisions. Collects, sells, and disposes of surplus property as required by law in coordination with appropriate department personnel to ensure an accurate and complete process. Assists with monitoring the Board of Commissioner’s meeting calendar and the flow of RFx Intake request forms. Assists in the preparation of necessary agenda items for the Board of Commissioners, specifically related to purchasing items. Maintains open, clear, and fluid communication with management. Communicates appropriate information to Purchasing staff. Supervises purchasing personnel engaged in entering, adjusting, and reconciling purchasing data in the ERP financial system. Supervises, directs, and evaluates assigned staff; processes employee concerns and problems; directs work, counsels, disciplines, and completes employee performance appraisals; coordinates training and cross-training activities; coordinates daily work activities and schedules and ensures adequate coverage; and approves employee time off requests. Provides management and oversight in areas of purchasing. Regular and predictable attendance is required. Performs all other purchasing duties/work as assigned and/or required.


MINIMUM QUALIFICATIONS REQUIRED: Education and Experience: Bachelor's Degree or higher in Public Administration, Business Administration, or related field from an accredited college or university. Minimum Three (3) to Five (5) years professional purchasing experience, governmental experience is preferred. Sufficient experience in professional supervisory procedures. Any equivalent combination of education and experience which provides the minimum level of qualifications stated above. Licenses and Certifications: Valid Class C Driver’s license and a satisfactory Motor Vehicle Record (MVR). Certified Procurement Professional (CPP), Certified Professional Purchasing Manager (CPPM), Certified Professional in Supply Management (CPSM), Georgia Certified Purchasing Associate (GCPA), Georgia Certified Purchasing Manager (GCPM), and/or Certified Local Government Financial Officer desirable. Microsoft Certifications desirable. Knowledge, Skills, and Abilities: Proficiency in Tyler Technologies ERP Enterprise Software or equivalent ERP financial software. Knowledge of the Official Code of Georgia Annotated (O.C.G.A.), Chapter 13 – Contracts, its purchasing policies, procedures, laws, rules and regulations within the State of Georgia Experience in public purchasing, competitive bid procedures, and ethical constraints. Experience in Federal, State, City, County or other Municipality operations and functions. Experience in local government budgeting and purchasing procedures Ability to interact professionally with senior management, elected officials, and department/division heads, other governmental entities and agencies, and staff at all levels of the organization. Ability to establish and maintain effective working relationships with private sector vendors, senior management, elected officials, department/division heads, other governmental entities and agencies, and staff at all levels of the organization. Effective written and verbal communication skills; ability to present complex information in a clear, professional, and meaningful manner. Ability to deliver actionable guidance and feedback to departments on purchasing issues. Strong computer operation skills including visual presentations and data summary applications. Strong project management skills. Strong influencing and collaboration skills. Highly analytical, organized, and motivated. Ability to independently assimilate facts and draw sound conclusions. Ability to select, develop, organize, motivate and effectively manage staff. ADA Minimum Qualifications: Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type. Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 30lbs. Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours. The Position requires the attendance at occasional Mandatory Site Visits with department heads and contractors, with the use of a personal vehicle. Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment. Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone. This class specification should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this specification.

Application Process

Visit the Hall County Government website at to apply

Contact Info

Name: Andy Penick
Closing Date: April 17, 2023