DPW Purchasing Assistant Manager

Location: Reno, NV

Department: Department of Public Works

Type: Temporary

Min. Experience: Experienced

JOB SUMMARY

The Department of Public Works (DPW) Purchasing Assistant Manager will work to expediently source and buy requested goods in order to meet project deadlines for the build and operation of Black Rock City. Assisting the Purchasing Manager, this role will supervise the Purchasing team as needed and support all planning and logistics, scheduling, operations (buying, receiving packages, delivering packages, etc.), daily assigned tasks, and budget tracking associated with the Purchasing Department. In addition to the occasional physical aspects of the job, this role will be required to learn, effectively use, and update existing online systems and file-sharing documents.

 

 This temporary, ineligible for benefits role is: 

  • From April - SeptemberFull-TimeNon-Exempt, based remotely and in Gerlach, NV.

 

The deadline to apply for this role is 5:00 pm Pacific on March 15th, 2024.

 

DUTIES & ESSENTIAL JOB FUNCTIONS

Daily Operations (80%)

  • Work with, and at the direction of, the Purchasing Manager to systematically and efficiently procure a high volume of goods requested via the online purchasing system before or by the dates needed.
  • Ensure all work is completed in accordance with Burning Man event operational deadlines.
  • Supervise and provide guidance to the purchasing team, ensuring they adhere to established processes and objectives. Foster a collaborative and efficient work environment, promoting continued improvement.
  • Determine product specifications with sometimes limited information; assess reasonable substitutions that will meet the end user’s need.
  • Delegate purchasing assignments to Buyer to distribute workload and meet deliverables timeline and goals.
  • Collaborate with finance and other relevant departments to ensure purchasing activities align with budgetary constraints.
  • As needed, provide support in overseeing vendor accounts; update with current contact details, method of payment, and delivery and pickup preferences. 
  • Maintain impeccable record and note-keeping via the internal purchasing system as well as within file-sharing documents including, but not limited to: receipts, invoices, bulk ordering, and quotes.
  • Under direction, assist in purchase order billing and credit card reconciliation throughout and by the end of season. 
  • Under the direction of Purchasing Manager and with input from Receiving Coordinator, properly identify, process, and document all returns/exchanges/credits. 
  • Follow up, schedule, correspond, and track all freight shipments for larger items ordered. 
  • Prioritize and schedule the Reno Runner pick-ups based on urgency and delivery requirements. 
  • Generate and analyze purchasing reports to assess departmental performance and identify areas for improvement, and provide regular updates to senior management on key procurement metrics.

Personnel Support / Leadership (15%)

  • Serve as a mentor, positive role model, and team leader while directing people as they work.
  • Work to ensure all documentation is completed in accordance with operational standards, deadlines, and to maintain continuity in what and how work is done. Ensure that all reports meet standards outlined and shared by the Purchasing Department and DPW Management.
  • Maintain an amicable, professional demeanor while guiding requesters in completing their orders, understanding how to navigate Procurify and submit proper information, and in creating reasonable expectations around timelines.
  • Help to ensure that work is completed in accordance with operational standards and deadlines.
  • Provide a written, year-end summary of processes including any recommendations for improvements. 

Other Functions and Responsibilities (5%)

  • Attend Purchasing Department morning meetings. 
  • Participate in ongoing Purchasing Department training. 
  • Learn, use, and share the proper pathways of communication for escalating personnel issues. As directed, create proper supporting documentation regarding such matters.
  • Maintain a clean and organized work area.
  • Work with the Purchasing Team to plan and execute LNT and Waste stream plans for the Purchasing department.
  • Be familiar with, understand, and act in accordance with Burning Man’s staff policies, protocols, and behavioral standards.
  • Perform other duties as assigned.


LEARNING AND TEACHING

  • Documentation - Drives the creation, publishing, and maintenance of process documentation related to assigned duties.
  • Teaching – Takes a leadership role in the acculturation and training of staff. Teaches live or e-learning classes, as requested. Promotes a culture of teaching and learning throughout the community.
  • Mentoring - Mentors subordinates in acquiring the knowledge, skills, and experience that will allow them to advance in the organization. Aids, encourages, and inspires their team.
  • Training development - Collaborates with the education team to develop training materials in their area of expertise, as requested.
  • Learning – Pursues ongoing learning in their area of expertise, working to stay current on emergent knowledge, skills, and processes. Participates in conferences, forums, and networking events, where appropriate.

 

QUALIFICATIONS

 Required

  • Strong focus; able to maintain concentration in an active environment.
  • Ability to differentiate between similar items when the details may not be immediately apparent. 
  • Capable of moving and stacking materials with the physical ability to easily, repetitively and safely lift 50lbs.
  • Clear, service-oriented and professional communication, verbally and written; Able to evaluate, tailor style and patiently respond to needs for support.
  • Operate with a high level of behavioral integrity, reliability, confidentiality and discretion of sensitive information; maintain tidiness in work ethics and the work environment, and remain calm under pressure.
  • Expert in handling data entry with attention to accuracy and detail; highly organized, able to prioritize and stay motivated. Proven ability to manage multiple projects while adhering to a strict schedule and meeting tight deadlines.
  • Familiarity with purchasing processes and general construction materials.
  • Strong proficiency at navigating digital and online technology. Able to proactively engage in clarifying conversations, advanced learning and effectively update existing online applications, tools, systems, spreadsheets, and documents.
  • Working knowledge of Google products (Gmail, Docs, Sheets, Drive), Microsoft Word, and Excel.
  • Able to adapt to change, a considerable variety in daily tasks, and accept and integrate feedback. Analytical with a creative approach to new thinking on established work.
  • Committed to inspire, motivate and encourage a collaborative work environment. Respectful and supportive of others' needs and feelings.
  • Effectively manage own time while working independently, the time of individual team members, and support the efforts of the team as a whole.
  • Capable of working in an extreme environment including drastic temperature changes, high winds, poor air quality, and low to no visibility at times.
  • Ability to temporarily relocate for work at the Burning Man event held in Gerlach, Nevada

Preferred 

  • Experience in event purchasing and associated standards of procedures.
  • Experience using 2-way radios.
  • It is helpful if the candidate has previously been to Burning Man and/or is familiar with its culture.

Note: If you have gained the necessary experience to succeed in this role and have acquired this experience in other ways, we encourage you to apply and share all relevant experience in your application.

 

REQUIRED LICENSES/CERTIFICATIONS

  • Valid driver’s license and a good driving record

 

COMPENSATION

Individual compensation decisions are dependent on a variety of factors, including prior experience and geographical location. The anticipated rate for this position:

  • From April - September is $17.50 to $19.50 per hour.

 

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

  • Off-playa:  Work is primarily sedentary in nature, no special demands are required.
  • On-playa:  Work is primarily sedentary but will also include the need to find and meet with department representatives who may not be in the vicinity therefore this could include walking or using some form of transportation.  Some of the work will be in outside weather conditions and will be exposed to fumes or airborne particles as well as possible extremes in temperature.

NOTICE FOR ALL APPLICANTS:

  • Burning Man Project celebrates the importance of creating a diverse environment and enthusiastically encourages Black, Indigenous, Peoples of Color, LGBTQIA+, Immigrant, women, and people with disabilities, of all ages, to apply.
  • Burning Man Project provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
  • Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
  • Notice for Remote Opportunities: Burning Man Project is currently able to hire remote employees living/working in the following states: AZ, CA, CO, FL, ID, LA, MA, MI, MT, NC, NH, NM, NV, NY, OR, PA, TX, UT, VA, WA, WI. Working hours for all positions are based on Pacific Time.
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