Posted: Jul 9, 2025
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Purchasing Officer

City of Hutto - Hutto, TX
Full-time
Application Deadline: Jul 31, 2025

Position Overview

Title: Purchasing Officer

Department: Finance

Status: Full-Time

FLSA: Exempt

POSITION OVERVIEW

Under the supervision of the Director of Finance, this position is responsible for facilitating the City’s purchasing process, which encompasses over 60 active capital improvement projects, and over $70 million in operating funds. This position is also responsible for coordinating the procurement process with the City’s various departments, preparing purchase orders, updating supplier database for new suppliers and/or changes, responsible for company credit cards (P-cards) system, maintaining the City’s e-procurement software, and ensures purchasing compliance with State and Federal laws.

 

ESSENTIAL DUTIES

  • Prepares bid documents such as Requests for Proposals, Request for Qualifications, or quotes and evaluates bids/quotes for best value, and once approved posting of the documents on bidding websites (such as BidNet) and the City website, evaluating proposals, recording the scores, and attending interviews with the vendors. Maintain correspondence with departments and project vendors throughout the bid process.
  • Coordinates with the City’s legal team on new and updated contracts and agreements.
  • Prepares City Council agenda items for all purchasing related activities. 
  • Authorizes purchase of goods and services with the completion of required documents (e.g., contract approval and requisition form, PO change orders) and obtain approvals prior to issuance of purchase order. 
  • Monitors CIP projects for change orders and updates purchase orders accordingly
  • Updates Incode supplier database for new suppliers and/or supplier changes.
  • Receives and processes applications for P-Cards, maintains SmartCard system, collects P-Card receipts and assists accounting in booking the monthly expense entry for P-Cards.
  • Maintains the City’s e-procurement software, which includes general oversight of contract management 
  • Provides purchasing planning and control information by collecting, analyzing, and summarizing data and trends.  
  • Monitors and updates the City’s purchasing processes for adherence with the City’s purchasing policy as well as state purchasing laws. 
  • Ensures that suppliers complete all required paperwork that may include but not be limited to HB 1295 and HB 89 Certifications.
  • Updates job knowledge by participating in educational opportunities and provide  training and assistance to department personnel as needed.
  • Purchasing policy and state law to include monitoring expenses to be compliant with those policies and regulations.
  • Ensure compliance of purchasing process for operating funds that total over $70 million.
  • Capital Improvement projects involve advertising, evaluating proposals and bids, recording the scores and attending the interviews with the vendors. 
  • Monitor over 60 active CIP projects that include contracts, agreements, purchase orders and change orders. Based on the long range capital improvement budget it is anticipated that the City will maintain this level of activity and potentially grow.
  • Coordination with Legal on all contacts and agreements.
  • Prepare council agenda items for all purchasing related activities.
  • Increased decision-making authority to include a broader scope of responsibilities 
  • Performs other duties as assigned.

 

KNOWLEDGE, SKILLS & ABILITIES

  • Knowledge of public purchasing practices and techniques.
  • Knowledge of applicable procurement statutes, ordinances, and codes.
  • Knowledge of accounting and budgeting process as it relates to purchasing transactions.
  • Knowledge of contract law, terms, and conditions.
  • Knowledge of buying procedures, purchase orders, delivery orders, and the use of purchasing cards.
  • Skill in informal and all formal source selection processes including price competition.
  • Skill in contract negotiation and formation, contract management, and contract administration processes.
  • Skill in contract category management.
  • Skill in computer applications including spreadsheets, databases, and word processing software.
  • Skill in effective verbal and written communication.
  • Skill in exercising good judgment, tact, and diplomacy.
  • Ability to establish and maintain good working relationships with City employees and the public.