Purchasing Agent

APPLICATION REVIEW, INTERVIEWS, AND CANDIDATE SELECTION MAY OCCUR PRIOR TO THE CLOSING DATE

Under general supervision, performs procurement of a variety of commodities, supplies, equipment, and services. Prepares Request for Qualifications, Requests for Proposals, Invitations for Bid and administers the selection process for solicitations; evaluates contractors and proposals for goods and services.  

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Prepares bid documents and specifications; solicits bids, proposals, and quotes; prepares contracts and purchase agreements for equipment and materials.
• Organizes and participates in pre-bid walk throughs. 
• Coordinates with the City Clerk for bid openings.
• Establishes and prepares consultant contracts with various professionals including Architects and Engineers.
• Reviews and approves purchase requisitions with existing contracts from City departments for completeness and alignment with procurement code.
• Resolves contractual issues identified by staff to ensure the City's equipment, supplies, contractual requirements, and payment obligations are met in a timely manner. 
• Assists in implementing process improvements, decreasing turnaround time, meeting deadlines, streamlining work processes, and working cooperatively to provide quality customer service.
• Researches vendor information and acquires price quotes; contacts clients and vendors to clarify requests and background information.
• Administers the Procurement Card Program.
• Researches and compiles data on public contracts and bids; evaluates vendor bid responses; and negotiates with vendors on bid specifications, contracts and lease agreements.
• Coordinates with legal counsel on review of bid documents and agreements.
• Maintains contracts and solicitation files for goods and services.
• Maintains vendor and procurement files; prepares reports and estimates.
• Provides procurement information and assistance to vendors.
• Performs cost and price analysis.
• Evaluates and approves departmental purchasing requisitions; resolves issues or cancels purchasing requisitions as appropriate.
• Authorizes and processes purchase orders; interacts and resolves questions with accounts payable and budget.
• Assists in the development and maintenance of the City's purchasing ordinances, rules, and regulations.
• Assists in planning, developing, and delivering training and materials for employees on purchasing requirements, rules, and regulations.
• Performs other duties as assigned or required.

Education and Experience:

Associates degree in business or a related field and four (4) years public sector purchasing experience; OR an equivalent combination of education and experience.   

Necessary Knowledge, Skills and Abilities:

Knowledge of:

• City policies and procedures.
• City and state procurement policies and procedures.
• Requirements for creation of purchase specifications for equipment, materials, and services.
• Procurement accounting and records management.
• Contract development, negotiation, and management.   
• Principles, practices, and terminology typically used to publicly procure goods and services. 

Skill in & Ability to:

• Setting priorities, planning, and training.
• Interpreting technical documents and map specifications.
• Collecting, tabulating, organizing, evaluating, analyzing, and presenting data and information.
• Establishing and maintaining cooperative working relationships with employees, officials, other agencies and the general public. 
• Operating a personal computer utilizing a variety of business software.
• Maintaining confidentiality.
• Effective oral and written communication.

Special Requirements:  Certification from the National Institute of Government Purchasing or similar agency which equates to a CPPB (Certified Professional Public Buyer) is preferred.  
Physical Demands / Work Environment:  Standard office environment.
Reports To:  Purchasing Supervisor
Supervision Exercised:  May provide direction to administrative staff
FLSA Status:  Exempt
Work Schedule:  Monday - Friday, 8:00am - 5:00pm

Salary : $58,989 - $73,757