Job Announcement Description
||Fiscal / Purchasing Manager
||$3,745.00 per month
|How to Apply:
||Applications will be accepted until the position is filled and/or the posting is closed. After reviewing this job announcement, please click on the link at the bottom of the page to apply online. A resume is required with the application. Further instructions on submission of documents are available in the online application.
Bachelor’s Degree in Business Management or Administration, Accounting, Applied Mathematics, Economics or other related field of study AND at least Five (5) years purchasing experience and/or financial management experience in a government department/agency or similar organization. An equivalent combination of experience and education may be substituted.
Allegheny County, with a population of approximately 1.3 million, is the second largest county in the State of Pennsylvania, and since 2000 legislation was enacted to provide a Home Rule form of governance. Through the Department of Facilities Management, the County maintains approximately 3 million square feet of building space including 600,000 square feet of leased space in over 130 buildings throughout the county.
Under the supervision of the Deputy Director of Administration & Operations, the Fiscal/Purchasing Manager is responsible for department-wide purchasing unit and fiscal services unit. The position is responsible for performing tasks, directing, and coordinating the work activities of the Fiscal Staff, maintaining financial accuracy and performing all necessary functions for JDEdwards as it relates to the Operating, Capital and Grants/Special Accounts in Fiscal. Also, the position is responsible for directing and coordinating timely and budget-wise purchasing and distribution of materials, equipment, machinery and supplies to divisions within the Department. The incumbent will work with other sections of the Department as JDEdwards impacts them and may also work with the Public Works Purchasing Manager.
- Supervises and coordinates the day-to-day activities of the Purchasing Unit and the Fiscal Unit for the department by assigning duties and ensuring accuracy of documents and reports.
- Purchasing Unit responsibilities (include but not limited to, in no particular order):
- Reviews and approves all order requests.
- Ensures department purchasing is controlled and within budgetary constraints.
- Recommends alternate vendors and substitute sources of supplies.
- Collaborates with supervisors or other division personnel in preparation of specifications for materials, equipment and services.
- Awards departmental purchasing contracts.
- Prepares purchase inquiries for materials over $10,000.
- Ensures adherence to all County purchasing policies and procedures.
- Ensures proper employee use of JDEdwards as it applies to purchasing.
- Coordinates inventory concerns and works indirectly with Public Works Central Warehouse personnel.
- Supports other departments with purchasing or work through Public Works for purchasing.
- Prepares vouchers as required.
- Fiscal Unit responsibilities (include but not limited to, in no particular order):
- Collaborates with Payroll as needed to ensure labor hours are charged to the correct accounts in JDEdwards – the County Fund and Liquid Fuel Tax Fund.
- Collaborates with Payroll staff in producing necessary reports for financial analysis, reporting and compliance purposes.
- Prepares Department Operating Budget for review by the Deputy Directors and Department Director to recommend a Final Operating Budget to be adopted by the County Manager and County Council.
- Advises the Director and Deputy Directors on projections of the Operating Budget, and prepares special reports as directed by the Director and Deputy Directors.
- Supports Public Works on consulting and advising Director and Deputy Directors on Capital Budget issues as needed.
- Manages accounts receivable, which include, but are not limited to, income from occupancy permits and reimbursements from State and Federal agencies for costs incurred for disaster response.
- Coordinates preparation of and approves Executive Actions related to Fiscal Section activity.
- Coordinates all audits by the Commonwealth of Pennsylvania, Controller’s Office, or other agencies on financial matters of the Department.
- Collaborates with the County Budget Office on issues impacting the Operating Budget, including coordinating unanticipated emergency spending.
- Assists the Deputy Director in producing and enforcing fiscal guidelines for the Department.
- Supervisory requirements include:
- Exercises direct, technical, and functional supervision over technical, administrative/supervisory, and clerical personnel associated with Purchasing and Fiscal functions.
- Instills a professional work ethic and positive attitude to all personnel immediately under supervision.
- Evaluates employee work performance, recommending and implementing disciplinary actions and performance improvement measures for personnel within the division.
- Manages employees in strict accordance with applicable laws, regulations, and established policy to ensure fair and standardized treatment of employees.
- Fosters a staff that is qualified, motivated and customer oriented whose achievements are recognized.
- Assures that adequate training is provided to all division employees so that they process the latest technology and principles as it related to their job duties.
- Performs other related duties as required or requested.
Knowledge, Skills, and Abilities:
- Capital Budgets, Operating Budgets, and Grants/Special Accounts
- Government purchasing practices, policies, and procedures
- County government
- Read, analyze, interpret, communicate well verbally and in writing
- Effectively present information, calculate and apply mathematical concepts, solve practical problems, interpret documents and direct subordinate activities
- Work in accordance with acceptable accounting principles, audit procedures, budget preparation and to prepare spreadsheet files
- Work with the accounting system in place (JDEdwards) in order to define and solve problems, establish facts and to draw the necessary conclusions in the performance of duties
- Demonstrate strong interpersonal and communication skills
Residency: Must become a resident of Allegheny County within one (1) year of appointment
Veteran's Preference: Will be awarded to eligible candidates.
AN EQUAL OPPORTUNITY EMPLOYER-M/F/V/D