Purchasing Agent

General Statement Of The Job And Essential Functions

Under limited supervision, this position oversees the city's procurement functions, and serves as the principal purchasing official for the city and responsible for the procurement of goods, services, materials, insurance and construction contractors. Reports to the Chief Financial Officer (CFO). Reviews and assigns all in-coming requisitions to purchasing staff; approves completed requisitions for compliance with City Code, line-item code, etc.; works with Buyers to determine method of procurement; reviews budget manuals and develops and monitors budget reviews for departments. Assists Chief Financial Officer (CFO) in matters related to procurement; maintains current knowledge of Virginia Public Procurement laws; recommends changes to City Code as needed; undertakes special projects, including automation of bid process and research, and modifying the automation of the bid process; works with City Attorney to compile Freedom of Information Act (FOIA) requests, prequalification of bidders, exemptions from bidding, etc., and ensures minority and small business participation, and implements the Small Business Minority-Owned Business Enterprise and Woman-Owned Enterprise (S/MWBE). Oversees surplus property management facility; oversees web page and internet-based vendor system; manages staff responsible for mail functions; prepares special reports for committees; may attend City Council meetings, as needed. Performs other duties as needed. Individual assignments will be determined by supervisor based on current workload and department needs.

Knowledge, Skills & Abilities

Performance Indicators Knowledge of Job Has extensive knowledge of the principles and practices of modern governmental accounting, budgeting, and procurement. Has considerable knowledge of federal, State and city laws and policies concerning city fiscal operations. Has considerable knowledge of the principles of supervision, organization and administration. Is able to maintain standard accounting and control measures for city government. Is able to plan, direct and coordinate the work of other employees. Is able to prepare clear and concise reports and to compile and analyze financial statements and reports. Is able to operate standard office machines and computer-driven word processing programs. Is able to express ideas clearly orally and in writing. Is able to establish and maintain effective working relationships as necessitated by work assignments Quality of Work Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all city departments and divisions, co- workers and the general public Quantity of Work Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions." Dependability Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas Attendance Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time- off requests Initiative and Enthusiasm Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction Judgment Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment Cooperation Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with city policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments within the city Relationships with Others Shares knowledge with supervisors and staff for mutual and city benefit. Contributes to maintaining high morale among all city employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the city and project a good city image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Interacts effectively with fellow employees, Deputy City Manager (Finance), professionals and the general public Coordination of Work Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events Safety and Housekeeping Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace Planning Plans, directs and uses information effectively in order to enhance activities and production of the department. Knows and understands the expectations of the city regarding the activities of the department and works to see that these expectations are met. Designs and formulates ways, means and timing to achieve the goals and objectives of the department and the city Organizing Organizes work and that of subordinate staff well. Ensures that staff members know what results are expected of them and that they are regularly and appropriately informed of all city and department matters affecting them and/or of concern to them Staffing Works with other city officials and management to select and recommend employment of personnel for the department who are qualified both technically and philosophically to meet the needs of the department and the city. Personally, directs the development and training of department personnel in order to ensure that they are properly inducted, oriented and trained Leading Provides a work environment which encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied. Provides adequate feedback to staff so that they know whether their performance levels are satisfactory. Commends and rewards employees for outstanding performance yet does not hesitate to take disciplinary action when necessary. Exercises enthusiasm in influencing and guiding others toward the achievement of city goals and objectives Controlling Provides a work environment which is orderly and controlled. Coordinates, audits and controls manpower and financial resources efficiently and effectively. Coordinates, audits and controls the utilization of materials and equipment efficiently and effectively. Has a clear and comprehensive understanding of city standards, methods and procedures Delegating Assigns additional duties to staff as necessary and/or appropriate in order to meet department goals, enhance staff abilities, build confidence on the job and assist staff members in personal growth. Has confidence in staff to meet new or additional expectations Decision Making Uses discretion and judgment in developing and implementing courses of action affecting the department. When a particular policy, procedure or strategy does not appear to be achieving the desired result, moves decisively and definitively to develop and implement alternatives Creativity Regularly seeks new and improved methodologies, policies and procedures for enhancing the effectiveness of the department and city. Employs imagination and creativity in the application of duties and responsibilities. Is not averse to change Human Relations Strives to develop and maintain good rapport with all staff members. Listens to and considers suggestions and complaints and responds appropriately. Maintains the respect and loyalty of staff Policy Implementation Has a clear and comprehensive understanding of city policies regarding the department and city function. Adheres to those policies in the discharge of duties and responsibilities and ensures the same from subordinate staff Policy Formulation Keeps abreast of changes in operating philosophies and policies of the city and continually reviews department policies in order to ensure that any changes in city philosophy or practice are appropriately incorporated. Also understands the relationship between operating policies and practices and department morale and performance. Works to see that established policies enhance same

Education, Experience & Special Requirements

Requires a Bachelor's Degree in Accounting, Business Administration, or a related field, and 5 - 7 years of procurement experience, or a related field, and two (2) years of supervisory experience, or an equivalent combination of education and experience. Certification as a Certified Professional Public Buyer (CPPB) or equivalent certification preferred. An acceptable general background check to include a local and state criminal history check and sex offender registry check.

Physical Demands

Minimum Qualifications or Standards Required to Perform Essential Job Functions Physical Requirements Must be physically able to operate a variety of automated office machines which includes computers, calculators, etc. Must be able to lift and/or carry weights of 20-50 lbs. Must be able to exert up to 10lbs of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time Data Conception Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things Interpersonal Communication Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to subordinates and assistants. Includes receiving instructions from immediate supervisor Language Ability Requires the ability to read a variety of informational documents, budget summaries, requisitions, payroll sheets, bid responses and related departmental records and reports. Requires the ability to prepare term contract lists, surveys, and annual budgets using prescribed format and conforming to all rules of punctuation, grammar, diction and style. Must be able to speak before an audience with poise, voice control and confidence Intelligence Requires the ability to apply principles of logical or scientific thinking to define problems