Assistant Procurement Manager

GENERAL SUMMARYResponsible for assisting with the administration of the Procurement Department, including purchasing, contract management, fleet, and mail operations. Oversee a variety of tasks involving procurement, storage, and issuance of materials and/or supplies. The Assistant Procurement Manager is required to perform all procurement-related tasks in accordance with established business processes, agency policies and procedures, applicable federal, state, and local regulations, and the Department of Housing and Urban Development (HUD) Procurement guidelines.PRINCIPAL DUTIES AND RESPONSIBILITIESResponsible for the preparation of purchase requests for materials and supplies needed for the Agency. Submits requests to the Finance Department for payment.Review solicitations from procurement staff to ensure accuracy prior to release.Solicit competitive bids and coordinate the necessary advertisements, bid specifications, and pre-bid and bid conferences.Assist in the Supervision and Evaluation of the performance of the Procurement Department employees.Keep records pertaining to items purchased, costs, delivery, product performance, and inventories.Prepare routine and special reports as requested by departments.Interface with the Procurement Manager and the appropriate legal staff to ensure that the legal aspects of procurement are followed.Provide guidance, as required, on alternative purchase options for special emergency purchases, including sole service procurement procedures.Keep abreast of all changes and additions to Procurement regulations and ensure timely communication of these changes to Agency employees, including updates of the Procurement Manual, as requested by the Procurement Manager.Interview vendors, as necessary, to obtain information relative to capability, price, production, capacity, service, and delivery date. Also, evaluate their performance and determine standards for continued vendor participation.Review records of vendor insurance coverage and ensure they are up to date.Receive materials and supplies and verify that the type of quality and quantity received are correct, as required.Conduct annual inventory of materials and supplies and maintain inventory records, as required.Maintain confidential information and responsibilities.Assist with overseeing the operation of the mailroom, including the supervision of the Purchasing Clerk and the pickup and delivery of the mail to/from the Agency's Sites.Coordinate and monitor the procurement, maintenance, service contracts, issuance, disposition and/or replacement of the Agency's property.Responsible for assisting with the monitoring of procurement activity to ensure compliance with the Agency's Procurement Policy and Procurement Manual.Perform cost analysis of current leases and purchases of equipment to determine the feasibility of a lease or purchase option.Monitor the availability of goods and services under state contract and advise Agency buyers, Department Directors, and others of the availability and feasibility of lease or purchase options.Oversee Agency fleet activity and maintenance.Responsible for other Procurement Department-related duties as assigned.KNOWLEDGE, SKILLS AND ABILITIESKnowledge of local, state, federal, and Agency procurement and contracting policies, procedures, and practices.Knowledge of HUD regulations and Agency policies, procedures, and practices pertaining to the various housing programs.Knowledge of general office procedures and practices, business English, and arithmetic.Skilled in operating general business machines and computers.Ability to communicate clearly and concisely with vendors, orally and in writing.Ability to establish and maintain effective relationships with co-workers, vendors, and other business contacts.COMPLEXITY / SCOPE OF WORKThe employee performs a variety of related, routine, and generally repetitive tasks. The course of action is determined by the supervisor and by established procedures. The employee may coordinate, integrate, and/or prioritize tasks.The employee's work affects other Agency departments, contractors, and suppliers. The successful performance of duties by the employee enhances the ability of other Agency personnel to perform their tasks and to provide adequate, decent, safe, and sanitary housing to low-income families.GUIDELINESThe employee performs routine duties by following established purchasing policies and procedures. These guidelines cover most job-related situations, and the employee is frequently required to use independent judgment in making decisions. If guidelines do not cover a situation, the employee normally consults the supervisor.SUPERVISORY CONTROLSThe employee receives assignments and instructions from the Procurement Manager. Course of action, deadlines, and priorities may be established by procedure, the supervisor, or the employee, depending on the assignment.The employee initiates complex activities without supervisory direction.Problems or situations not covered by instructions are normally referred to the supervisor for resolution.The employee's work is reviewed for accuracy, completion, and compliance with policies and procedures.The employee delegates work to Procurement staff and specify priorities, deadlines, and objectives when the Procurement Manager not available.The employee monitors subordinate's work for thoroughness, accuracy, and conformity with policies and procedures, and achievement of goals. The employee also assists in the evaluation of their performance and counsels them.PERSONAL CONTACTSThe employee's contacts are with Agency employees and supply vendors.Contacts are made: (l) to give, obtain, or clarify information regarding purchase needs; and (2) aid the Agency personnel regarding needed supplies.PHYSICAL DEMANDS / WORK ENVIRONMENTWork is principally sedentary, but may involve some physical exertion, such as kneeling or crouching to obtain files, eye strain from abundant reading requirements, working with computers, and other office equipment.Some physical exertion may be necessary for occasionally carrying moderately heavy items (under 25 lbs.), stocking shelves, climbing ladders, and other moderate tasks.Work involves the normal risks or discomforts associated with an office environment but is usually in an area that is adequately cooled, heated, lighted, and ventilated.MINIMUM QUALIFICATIONSBachelor's degree in business administration, Management, Merchandising, or related field.Five (5) years of experience in purchasing and inventory control, with at least two years of that experience with a Public Housing Authority.Two (2) years of experience in a supervisory position (preferred).Bondable.Valid Texas driver's license or obtain such within the first thirty (30) days of employment.Eligibility for coverage under the Agency's fleet auto insurance.DISCLAIMERThe above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Created: 2026-04-02