Purchasing Agent

General Definition of Work

The Purchasing Agent under general supervision, purchases supplies, materials, services, and equipment at optimum price, quality, and timely delivery in accordance with federal, state, and local regulations.

Qualifications

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary/Status

Pay Grade 6/Full-time, 12 months

Reports To

Executive Director, Procurement

Place of Work

The normal place of work is on the premises used by Charlotte-Mecklenburg Schools. Charlotte- Mecklenburg Schools reserves the right to require you to work at such other place(s) as it may reasonably require from time to time.

Essential Functions

• Adhere to all state, federal, and local laws, policies, and procedures.

• Receive and review requisitions received in ERP system for completion, ensuring compliance with all federal, State of North Carolina, and CMBE regulations.  Create purchase orders, verify information is accurate, and electronically submit purchase orders to vendor.
• Provide information and assistance to schools and department employees regarding regulations, costs, descriptions, and availability of items meeting their specifications.
• Assist in resolving problems and issues associated with vendors from the initial purchase order phase to final payment of invoice (e.g. investigation of complaints regarding shortages, receipt of incorrect or damaged materials, supplies and equipment; obtaining credits for shortages, etc.).
• Review specifications for item(s) requiring quotes/bidding. Prepare invitations for bid (IFBs), requests for quotes (RFQs), and request for proposals (RFPs) for the district. Review these documents with other agents or the Executive Director prior to finalizing; perform comprehensive evaluation of vendors, cost, availability, quality of products, etc.; make necessary awards based on evaluation.
• Interview vendors for sources of supply, prices, product information, new products, standards, and follow-up.  Select vendor based on the best overall value to the district.
• Performs related duties as assigned.

Knowledge, Skills, Abilities

• General knowledge of the fundamental procedures and practices of purchasing.

• Basic knowledge of the State of NC Purchasing regulations.
• General knowledge of generally accepted accounting principles and procedures as applied to accounting procedures, transactions, and audits.
• Basic knowledge of formal and informal contract bidding processes.
• Knowledge and application of computer software, including Windows and Microsoft Office, and ERP software.
• Ability to communicate exceptionally, both orally and in writing.
• Ability to establish and maintain effective working relationships with vendors, schools, departments, and the public.
• Ability to exercise tact, courtesy, and firmness in frequent contact with vendors and internal customers.
• Ability to exercise judgment in resolving problems and overcoming difficult situations.

• Ability to maintain detailed files concerning vendors and delivery schedules.

Education and Experience

• Associate degree in public administration, business administration, or related field

• Three years of experience in purchasing with increasing responsibility, including extensive experience acquired through application of negotiating, contracting and procurement principals.

OR

• Any equivalent combination of education and experience which provides the required knowledge, skills, and abilities to perform the essential duties and responsibilities of the position. 

• Preferred: Accredited Purchasing Practitioner (A.P.P.), Certified Purchasing Manager (C.P.M.), or Certified Professional in Supply Management (CPSM) designations from the Institute of Supply Management; Certified Local Government Purchasing Officer (CLGPO) designation from the Carolinas Association of Governmental Purchasing; Certified Professional Public Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) designations from the Universal Public Procurement Certification Council.

Special Requirements

• Possess and maintain a Valid Driver’s License or ability to provide own transportation.
• Travel to school district buildings and professional meetings