Purchasing Agent

GENERAL PURPOSE

Performs a variety of technical and general fiscal control duties as needed to expedite, monitor and coordinate the city purchasing and procurement activities in order to assure prudent expenditure of city funds.

SUPERVISION RECEIVED

Works under the general supervision of the Administrative Services Director.

SUPERVISION EXERCISED

None.

ESSENTIAL FUNCTIONS

Establish and maintain contact and negotiate with vendors; keep informed of new products; develop new sources of supply, evaluate vendor performance.

Receives and reviews purchase requisitions; secures proper approvals from supervisors; verifies accuracy and quality standards; evaluates appropriateness of quantity; examines method of pricing; determines method and procedure for soliciting quotes, such as telephone, written quote, or formal bidding.

Confers with department personnel regarding purchasing needs, specifications, quality, quantities, and delivery requirements of merchandise; may conduct coordinating meetings between city personnel and prospective suppliers to facilitate understanding of need and supplier capabilities; expedites orders as needed.

Verifies availability of funds in current Fiscal Year Budget; assures proper use of codes and line-item numbers; verifies proper supplier or vendors are utilized; makes recommendations related to product and supplier substitutions in order to save on cost or improve delivery.

Develops business relationships with various suppliers and vendors; negotiates for acceptable pricing; makes awards based upon bids or pricing information as allowed by policy, practice and precedent; reviews bid proposals and negotiates contracts within established budgetary limitations and scope of authority.

Prepares, processes, and files purchase orders and re-occurring invoices; maintains files and records as needed to comply with generally accepted procurement principles, standards and statutes.

Maintains electronic supplier lists; updates list by addition and deletion of suppliers; assigns supplier file or code numbers.

Participates in the development of contract requirements and specifications for architect/engineering services and other complex research projects.

Solves problems related to over-shipments, deliveries, shortages, changes, etc.; prepares correspondence as needed to obtain resolution; communicates policy and procedure changes.

Maintains file of catalogs, price lists, and related reference materials for use by departments; assists with product research.

Trains new employees and/or other personnel in policies and procedures as they affect the ordering of supplies; equipment or other materials.

Picks up, receives and stores stock. Oversees requisitioning and distribution of supplies, equipment, materials and forms.

Coordinates annual physical inventory; ensuring physical count matches actual. Confers with independent auditor for annual physical inventory audit.

Receive and review all sealed bids for materials, supplies, vehicles, and services; make recommendations to Department Heads, City Administrator, and City Council on award of contracts from sealed bids; administer contracts as a result of formal bid process.

Prepare, or assist in the preparation of invitations for bids (IFBs) and requests for proposals (RFPs) on a timely basis and in compliance with City policies and ordinances.

Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of purchasing.

Encourage the standardization of similar equipment, materials, and services used by the various City departments.

Performs related duties as required.

MINIMUM QUALIFICATIONS

 

1. Education and Experience:

 

1. Graduation from college with an associate degree in business, purchasing or related field

AND

1. Two (2) years of progressively responsible experience performing related duties as described above

OR

1. An equivalent combination of education and experience.

 

2. Required Knowledge, Skills and Abilities:

Working knowledge of various purchasing processes and procedures; principles common to effective and efficient procurement activities; cost analysis procedures; market pricing and cost control methods; personal computer operation and applicable software utilized in data base management activities; state purchasing regulations.

Some knowledge of interpersonal communication techniques.

Skill in creative and cooperative problem solving. A good understanding of widely used spreadsheet and word processing software.

Ability to operate standard office machines; perform routine record keeping functions; exercise initiative and independent judgment and to react resourcefully under varying conditions; communicate effectively verbally and in writing; establish and maintain effective working relationships with elected officials, appointed department heads, vendors, co-workers and the general public.

3. Special Qualifications:

May be required to be or become a Certified Professional Public Buyer (CPPB) and Certified Public Procurement Officer (CPPO).

4. Work Environment:

Incumbent of the position performs in a typical office setting with appropriate climate controls. Tasks require variety of physical activities, such as walking, standing, stooping, sitting and reaching. Occasional muscular strain due to lifting of objects. Continuous talking, hearing and seeing required in the normal course of performing the job. Common eye, hand, finger dexterity required to perform essential functions. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and creative problem solving. Frequent travel between vendor and city locations may be required in normal course of job performance.