Purchasing Agent Supervisor

$26.33 - $42.12 Hourly

$54,760 - $87,616 Annually

This position is a Pay Band 70

Posting Details

The New Mexico Department of Public Safety (DPS), Administrative Services Division (ASD), is seeking a committed and driven individual to serve in the Finance Bureau as a Purchasing Agent-Supervisor. ASD is dedicated to supporting the agency's vision of providing the highest quality of public safety services for the State of New Mexico and its mission to protect human life and property through the detection and prevention of criminal activity and enforcement of state laws.

The DPS ASD is looking for employees who want to utilize their existing skills, where they can expand professionally, be a reliable teammate, and thrive in a challenging environment. ASD works in tandem with various Divisions to provide administrative, financial, accounting, procurement, and other functions to assist with their operations. If you become a part of DPS ASD, you will quickly feel a part of this excellent administrative support team and see how your work impacts the safety of New Mexicans.

Why does the job exist?

This position will focus on procurement transaction processing and quality management principles, with an emphasis on customer service, team building, and procurement training within the Purchasing Unit. The supervisor will lead a team of purchasing agents responsible for reviewing and approving financial documents related to purchasing and contracts for the entire agency.

Key responsibilities include ensuring departmental compliance with rules and regulations governing the purchase of goods and services, as well as training agency purchasing agents on relevant policies and procedures. The position will also involve making recommendations to the Chief Procurement Officer to improve workflow, refine policies, and enhance staff training.

Additionally, this role will manage the organization of both paper and electronic procurement documents, conducting tracking and archiving activities in collaboration with other supervisors. The position will serve as a Procurement Card Holder, responsible for all relevant reconciliation and reporting, and will act as the primary assistant to the Chief Procurement Officer.

How does it get done?

Key responsibilities include:

* Enhance team performance and development to optimize processes, ensure compliance, and improve team performance to effectively meet the agency's procurement needs:
- Provide direct supervision and support to three full-time procurement staff members, ensuring their work aligns with the agency¿s goals and objectives.
- Continuously assess and address staff training needs by developing and delivering training programs, as directed by the Chief Procurement Officer (CPO), to enhance their skills, knowledge, and capabilities.
- Suggest process improvements to enhance service delivery, including updates to procedures, processes, and forms.
- Ensure sufficient staffing coverage to meet both internal and external customer needs while effectively managing staff leave balances.
- Conduct regular performance reviews and evaluations and create Corrective Action Plans as needed to address any performance issues or deficiencies.

* Timely, efficient, and accurate review and approval of purchasing transactions:
- Review and either approve or deny all Purchase Orders/Requisitions and Change Orders within the SHARE Financial system workflow upon receipt, utilizing the established checklist to streamline the process.
- Produce and analyze the SHARE Purchase Order/Requisition denial report daily and provide detailed findings to both purchasing agents and the Chief Procurement Officer (CPO).
- Develop and implement a detailed tracking system to monitor and analyze denials, research their causes, and ensure resolutions are communicated to purchasing agents same day.
- Collaborate with the CPO to identify training needs and create programs aimed at improving service delivery and reducing errors.

* Deliver excellent customer service to enhance the quality of customer interactions and reinforce a reputation for reliability and professionalism:
- Deliver precise and current information by promptly addressing all customer inquiries. Ensure that responses to requests and questions are made quickly and in accordance with established response times, thereby improving customer satisfaction and trust.
- Maintain professionalism and integrity by communicating with customers in a clear, honest, and respectful manner.
- Address and resolve customer issues or complaints swiftly and satisfactorily. Follow up to ensure that problems are resolved

Who are the customers?

The customers include the Department's divisions, internal staff, external vendors, and oversight agencies.

Ideal Candidate

- Exceptional attention to detail and organizational skills to effectively manage a high volume of purchase requests and transactions.
- In-depth knowledge and experience with the New Mexico Procurement Code, the Department of Finance and Administration's Manual Model of Accounting Practices, and other relevant rules and regulations governing the purchase of goods and services.
- Strong verbal and written communication skills.
- Proven customer service abilities.
- Ability to collaborate effectively within a team environment.
- Experience with PeopleSoft accounting software related to procurement and contract processes.
- Willingness to work overtime during peak periods and to meet statutory deadlines.
- Experience in supervising and leading teams.
- Background in training and outreach activities.

Minimum Qualification

Bachelor's degree in Business or Accounting and Finance and two (2) years of experience in accounting, finance, purchasing, procurement and/or warehouse clerking. Substitutions Apply. See Substitution Table below.

Substitution Table

These combinations of education and experience qualify you for the position:
Education Experience Education Experience 1 High School Diploma or Equivalent AND 6 years of experience OR High School Diploma or Equivalent AND 6 years of experience 2 Associate's degree in the field(s) specified in the minimum qualification AND 4 years of experience Associate's degree or higher in any field AND 6 years of experience 3 Bachelor's degree in the field(s) specified in the minimum qualification AND 2 years of experience 4 Master's degree or higher in the field(s) specified in the minimum qualification AND 0 years of experience
• Education and years of experience must be related to the purpose of the position.

• If Minimum Qualification requires a specific number of "semester hours" in a field (e.g. 6 semester hours in Accounting), applicants MUST have those semester hours in order to meet the minimum qualifications. No substitutions apply for semester hours.

Employment Requirements

Employment is subject to a pre-employment background investigation and fingerprinting in accordance with all terms and conditions of federal and state law, rules and regulations; and is conditional pending results. Continued employment is contingent upon remaining felony free, per Section 5.12.1.1 of the Criminal Justice Information Systems Security Policy.

In addition, the selected candidate must possess and maintain a valid driver's license and a current Defensive Driving Certificate from the State of New Mexico; or pass and receive the Defensive Driving Certificate within six (6) months of date of hire.

Working Conditions

Work is performed in an office setting with exposure to Visual Video Display Terminal (VDT), extensive personal computer and phone usage, and extended periods of sitting. Must be able to lift 25 lbs. Working conditions for individual positions in this classification will vary based on each agency's utilization, essential functions, and the recruitment needs at the time a vacancy posted. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

Supplemental Information

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Agency Contact Information: Marilee Gallacher (505) 394-5669. Email

For information on Statutory Requirements for this position, click the Classification Description link on the job advertisement.

Bargaining Unit Position

This position is not covered by a collective bargaining agreement.