Procurement Agent - Services and Commodities

Department: Contracting and Procurement Department

Salary: $63,643.00 - $91,487.09 Commensurate with Experience

Welcome to the City of Charlotte

Charlotte is America’s Queen City, opening her arms to a diverse and inclusive community of residents, businesses and visitors alike. Here you will find a safe, family-oriented city where people work together to help everyone thrive. The mission of the City of Charlotte is to deliver quality public services and promote the safety, health, and quality of life for all residents.

Our guiding principles include:

• Attracting and retaining a skilled and diverse workforce

• Valuing teamwork, openness, accountability, productivity, and employee development

• Providing all customers with courteous, responsive, accessible, and seamless quality services

• Taking initiative to identify, analyze, and solve problems

• Collaborating with stakeholders to make informed decisions

SUMMARY

The Procurement Agent supports the Services and Commodities Procurement Manager, Officers, and Senior Procurement Agents in all pre solicitation and contract preparation activities for the acquisition of services, commodities, rolling stock, and heavy equipment at the departmental and citywide levels. This role is responsible for performing detailed pre work for solicitations, preparing components of contracts and bid packages, conducting research, ensuring compliance with procurement requirements, and assisting with project documentation from intake through completion. The Procurement Agent plays a key role in maintaining efficient procurement operations and ensuring timely, accurate, and compliant procurement processes.

Major Duties and Responsibilities:

• Assist Procurement Officers and Senior Procurement Agents with pre‑solicitation tasks for RFPs, ITBs, and RFQs.

• Request and obtain insurance requirements for solicitations and contracts.

• Research and determine appropriate commodity codes for projects.

• Upload and manage solicitation information in EarlyBird, Bonfire, and other procurement systems.

• Facilitates procurement and contracting activities from intake to execution for services and commodities.

  • Develops solicitation documents and facilitates informal and formal solicitation processes as required.

  • Drafts contracts, solicitation documents, amendments, and change orders.

  • Assists in locating, pulling, compiling, and organizing documents for cooperative contracts, state term contracts, renewals, and public records requests.

  • Maintains organized records and ensures compliance with established procedures, policies, and retention requirements.

  • Performs contract administration, monitoring, and reporting as may be required.

  • Performs all procurement activities with the highest level of integrity, utilizing statutory guidelines, policies, procedures, and best business practices.

  • Assists with negotiating terms for contracts, amendments, and change orders as required.

  • Ensures all contractual documents adhere to legal, regulatory, and policy requirements.

  • Assists in preparing all necessary documents for requesting City Council approval for contract award, attends Council meetings for or with requesting departments as an official procurement representative.

  • Perform special projects and additional tasks as assigned to support overall procurement operations.

  • Provide general administrative and technical support throughout the solicitation, evaluation, award, and contract execution processes.

• Provides consultation on activities that impact procurement processes, including contracting decisions, project planning, requirements development, and scope development.

• Interfaces at all organizational levels to accomplish contracting objectives to optimize procurement challenges, implement process improvements, initiate cost savings measures, and secure best value products, solutions, and relationships.

• Performs in-depth research, fact finding, informal requests for information and other due diligence as may be required to support project requirements and contracting strategies.

• Responsible for proactively forecasting and managing all project assignments and keeping systems updated related to project tracking.

Knowledge, Skills & Abilities:

• Good working knowledge of Microsoft Word, Access, Excel, Outlook

• Good working knowledge of an ERP system

• Requires excellent communication, organizational and customer service skills

• Ability to prioritize and schedule work and establish and maintain effective working relationships with others

• Represents the City in a positive and professional manner 

• Excellent critical thinking and problem solving skills

• Ability to clearly communicate thoughts and ideas orally and in writing

• Ability to manage numerous projects simultaneously

• Requires knowledge of local, state, federal, cooperative procurement exemptions and contracting methodologies

• Ability to function with minimal supervision & across multiple procurement disciplines

• Strong customer service and interpersonal skills with the ability to collaborate, establish, and maintain effective working relationships

• Attention to detail and accuracy of work

• Advanced knowledge of MS Office applications.

Preferred Qualifications:

• Bachelor’s Degree and one to three years of related experience

• Previous public procurement experience with a government entity is highly desired.

• Understanding of and experience with contract development, negotiation, and management

• Knowledge and application of local, state, and federal bid statutes and regulations 

• Professional certification(s) (i.e., NIGP-CPP, C.C.M., CLGPO, C.P.M, CPPO, CPPB, and CLGPO) is strongly desired.

Minimum Qualifications:

Associate’s Degree and three years of related experience or a Bachelor’s Degree and one year of experience or an equivalent combination of education and relevant experience that provides the necessary knowledge, skills, and abilities to successfully perform the essential job duties.

CONDITIONS OF EMPLOYMENT

The City’s Background Check Policy requires background checks to be conducted on final internal or external candidate(s) applying for any position with the City of Charlotte. The type of information that will be collected as part of a background check includes, but is not limited to: reference checks, social security verification, education verification, criminal conviction record check, and, if applicable, a credit history check, sex offender registry and motor vehicle records check.

Background checks must be in compliance with all federal and state statutes, such as the Fair Credit Reporting Act (FCRA). The checks must be consistent with the guidelines set forth by these laws requiring organizations to obtain a candidate’s written authorization before obtaining a criminal background report, motor vehicle records check or credit report; and to properly store and dispose of information derived from such reports.

Final candidates must pass a pre-employment drug-screening test and physical examination. During the selection process, candidates may be asked to take a skills test, and/or participate in other assessments.

The City of Charlotte is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, religion, color, sex, national origin, marital status, age, disability, sexual orientation, political affiliation or on the basis of actual or perceived gender as expressed through dress, appearance, or behavior.

Our culture is to serve the community honorably.

HOW TO APPLY

Apply online.

Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job.

You are welcome to visit the City of Charlotte Human Resources Department lobby, where self-service application kiosks are available. They are located in our office at 700 East 4th Street, Suite 200, Charlotte, NC 28202. We are open Monday through Friday, from 9:30 a.m. to 3:30 p.m. (EST), excluding official City holidays.

For questions about your application or the hiring process, please email [email protected].

The City of Charlotte is committed to making our services and programs accessible to all. Upon request, auxiliary aids, written materials in alternate formats, language access, and other reasonable accommodations or modifications will be provided. To make a request, please fill out the Innovation & Technology ADA request form or call 704.336.4120.

BENEFITS

The City of Charlotte provides a comprehensive benefits package to eligible employees.

Click here to learn more about the City of Charlotte’s benefits.

The City of Charlotte is a drug and alcohol-free workplace.