Purchasing Administrator - EM-05

County of Hawai`i•Future vacancies with immediate vacancy in Hilo, HI

7d•Onsite

About The Position

Plans, organizes, coordinates, and administers the County's centralized purchasing program and execution of contracts for equipment, supplies, and services required by County departments and agencies. Ensures compliance with procurement laws and rules, provides procurement guidance to operating departments, and develops and revises policies and standards. The position is with the Department of Finance – Purchasing Division in Hilo. The posting identifies one immediate temporary full-time vacancy, not to exceed December 4, 2028, at noon. The temporary appointment may lead to permanent appointment, and the eligible list may be used for other permanent and temporary vacancies. The administrator oversees procurement systems and activities, including requisitions and purchase orders, electronic bidding, competitive procurement, purchasing cards, public notices, contract awards, policy enforcement, procurement records, and staff training. The position advises County leadership and departments on procurement matters, represents the County in dealings with governmental agencies and vendors, supervises subordinate staff, and prepares operational reports. The minimum qualifications are a combination of education and experience substantially equivalent to a bachelor's degree from an accredited college or university, five years of work experience in a government or centralized corporate purchasing environment involving formal procurement and contracting of goods, services, or construction, and two years of administrative or supervisory experience. Applicants must meet the stated health and physical condition standards, with or without reasonable accommodation, to perform the position's essential functions. The physical effort grouping is Light.

Requirements

Graduation from an accredited college or university with a baccalaureate degree, or substantially equivalent education and experience; applicants are asked to attach an official college transcript.
Five years of work experience in a government or centralized corporate purchasing environment involving responsibility for procurement and contracting of goods, services, or construction through formal purchasing methods such as invitations for bids or requests for proposals.
Two years of experience in an administrative or supervisory capacity.
Knowledge of governmental procurement principles and practices; laws, ordinances, and regulations governing purchases, expenditures, agreements, and sales contracts; contract types and award methods; purchasing practices; procurement systems, policies, standards, and procedures; supervision; and public relations.
Ability to direct, plan, organize, and coordinate a central purchasing agency; plan, assign, and review subordinate work; and review and control purchasing transactions and records.
Ability to review contracts and agreements for propriety and legality; interpret laws, ordinances, and regulations; and initiate and implement policies, procedures, and guidelines.
Ability to establish and maintain effective working relationships with employees, County officials, vendors, other departments and agencies, and the public.
Ability to direct research and recommend changes to County procurement and supply methods and practices; develop and implement guidelines, policies, and procedures; write clearly and concisely; and speak effectively before groups.
Meet the health and physical condition standards deemed necessary to perform the position's essential functions, with or without reasonable accommodations.
Foreign transcripts must be accompanied by an official credential evaluation report determining U.S. equivalency.
Applicants must describe their relevant duties and responsibilities, employment dates, and hours worked per week in their application, and attach required supporting documentation.

Responsibilities

Plan, organize, coordinate, and administer the County's centralized purchasing program and contract execution for equipment, supplies, and services, ensuring compliance with procurement laws and rules.
Manage the County's requisition and purchase order system and certify requisitions and purchase orders for proper application of purchasing and contracting laws and regulations.
Manage and oversee the electronic bidding procurement system, evaluate its features, and ensure training and use across County departments and agencies.
Direct procurement of materials, supplies, equipment, and contractual services through negotiations, informal contracts, purchase orders, and formal competitive bids.
Advise County departments and agencies on procurement methods and the applicable requirements and procedures.
Develop, review, analyze, and revise purchasing policies, procedures, and activities to ensure legal compliance and economical fulfillment of operating needs.
Guide departments on complex procurements; recommend language for requests for proposals and contracts; and review proposals, specifications, and contract terms for formal bids.
Oversee public notices for bids, professional services requests, proposals, and contract awards; review and evaluate bids and agreements; and recommend contract awards.
Monitor changes to applicable policies, procedures, laws, and regulations; recommend updates; and keep employees informed.
Develop, analyze, revise, and implement policies and procedures for quantity purchasing, procurement and contract controls, and related transactions.
Manage the County's purchasing card program, including its policies, procedures, training, and coordination with bank representatives.
Maintain positive working relationships with County agencies, vendors, legal, technical, and accounting personnel, and the public.
Maintain and update the purchasing manual and other internal policies, procedures, and guidelines; coordinate training for division and departmental procurement and clerical staff.
Promote supplier interest in bidding on government contracts and help develop new sources of supply.
Direct work on standardizing specifications and make recommendations to, and serve on, the Standardization Committee.
Administer an enforcement program to ensure departments comply with purchasing requirements.
Represent the County in procurement matters with the State Procurement Office and other governmental agencies, and in procurement and surplus property matters with other jurisdictions.
Serve as the primary procurement resource to the Director of Finance, Mayor, and County Council; provide input on pending legislation; and attend meetings and provide testimony as required.
Participate in resolving protests and bidding and contracting problems.
Assign and supervise subordinate staff, including training, approving leave, managing performance, conducting reviews, and recommending personnel actions.
Prepare operational reports and maintain procurement records required by law.
Perform other related duties as assigned.

Benefits

Flexible working arrangements may include alternate work schedules (4-10) and flexible working hours; availability depends on department participation and position eligibility.
Paid vacation accrual of up to 21 days per year.
Paid sick leave accrual of up to 21 days per year.
13 paid holidays per year, plus General Election Day when applicable.
Employee training and development opportunities.
County Tuition Reimbursement Program.
Potential eligibility for Public Service Loan Forgiveness.
Employees' Retirement System defined benefit pension plan for eligible employees and beneficiaries.
Voluntary deferred compensation plan with tax-deferred contributions.
Flexible Spending Plan for qualified dependent care, medical expenses, and insurance premiums.
Health benefit plans for eligible employees.
Employee Assistance Program offering free, confidential assistance to employees and family members.
Free group life insurance for active employees.
Credit union membership.
Potential eligibility for other leaves, including family, funeral, leave sharing, military, donor, victims protection, parent-teacher conference, disaster relief, blood bank donation, and jury duty leave.