Purchasing Agent

Under the direction of the Director of Finance, the Purchasing Agent oversees the procurement of goods and services for the City while ensuring compliance with applicable laws, policies, and ethical purchasing standards. This position partners with departments across the organization to secure high-quality products and services at the best value, manages contracts and procurement records, and serves as a trusted resource for responsible stewardship of public funds. This recruitment is being conducted to fill the Purchasing Agent position in accordance with the City Municipal Code and to ensure uninterrupted procurement operations. Why You’ll Love Working Here When you join the City of La Vergne as our Purchasing Agent, you're stepping into a role that directly supports every department in delivering exceptional public service. You'll help ensure taxpayer dollars are spent wisely while working alongside dedicated professionals who value integrity, collaboration, and service. We offer stability, competitive benefits, and opportunities to grow your career. 100% Paid Insurance for employees and their families, including health, dental, vision, life, disability, and even LASIK coverage. Retirement Security with immediate participation in a 401(a) retirement plan featuring a 4.5% City contribution, plus a 457 retirement plan with matching contributions up to 3.5%. Generous Paid Time Off, including vacation, sick leave, personal leave, 12 paid holidays, and your birthday off. Longevity Pay recognizing your years of service, along with incentive pay for professional certifications such as CMFO. Professional Growth through training opportunities, continuing education, and hands‑on experience in municipal procurement, contract administration, and public purchasing. Meaningful Work where your decisions help safeguard public resources, support City operations, and improve services for the La Vergne community. ESSENTIAL DUTIES AND RESPONSIBILITIES Serves as the City's subject matter expert on procurement by developing, communicating, and training employees on purchasing policies, procedures, and best practices Prepares and codes purchase orders for requisitions Works with the Director of Finance to make sure all purchases are budgeted for and makes decisions that are in the best interest of the City Works with all department heads to organize services and purchase goods and supplies Reviews, approves, or rejects procurement requests to ensure compliance with City purchasing policies, budget requirements, and applicable procurement laws Reviews state contract bids for competitive pricing of items of similar requests Coordinates competitive procurement processes, including formal bids, proposals, quotations, public advertisements, bid openings, evaluations, and award recommendations Updates, maintains, and tracks city contracts in the accounting system Makes purchasing of goods and services recommendations to the Board of Mayor and Aldermen Evaluates and processes sole-source, cooperative purchasing, and other alternative procurement methods in accordance with City policy Responsible for public notification of bids Develops and maintains productive vendor relationships while resolving contract performance issues, procurement disputes, and compliance concerns Ensures City purchases maximize available tax exemptions and comply with all applicable purchasing requirements Administers inter-local cooperative purchasing agreements with other agencies Responsible for office machinery maintenance requests as well as contract agreements and lease purchases such as copiers, printers, postage machines, etc. Retains and scans all purchasing-related documents into Laserfiche and/or Ramp Maintains all Gov Deal auction items, including pickups, bills of sale, and keeping detailed spreadsheets, etc. Assists in year-end audit Bank deposit runs as needed Updates, maintains, and reviews the fuel card systems Updates, manages, and reviews uniform requests from employees Other duties as assigned MINIMUM QUALIFICATIONS High School Diploma or GED required . Associate’s degree in accounting, finance, or information technology and a minimum of Three (3) years of experience in municipal purchasing is required . A combination of education and related experience may be considered. Experience using Ramp spend management and procurement software, or comparable procurement, purchasing, or financial management systems, is preferred. Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), or the ability to obtain certification within two (2) years of hire preferred. Must possess a valid Tennessee Driver’s License or be able to obtain one in a reasonable period. Must be comfortable with current accounting software and other computer programs. This position is heavily dependent on technology. SKILLS, KNOWLEDGE, AND ABILITIES Thorough knowledge of governmental purchasing principles, public procurement laws, contract administration, and ethical purchasing practices. Demonstrated ability to manage multiple procurement projects simultaneously, prioritize competing deadlines, and maintain exceptional attention to detail in a fast‑paced environment. Strong technology aptitude with the ability to quickly learn and effectively utilize financial systems, procurement platforms, document management software (including Laserfiche), Ramp spend management software, Microsoft Office applications (particularly Excel), and other emerging technologies. Ability to analyze purchasing data, identify cost‑saving opportunities, and make sound business recommendations based on facts, policy, and fiscal responsibility. Excellent organizational and project management skills with the ability to track numerous contracts, bids, purchase orders, and deadlines simultaneously. Strong verbal and written communication skills with the ability to clearly explain purchasing requirements and policies to employees, vendors, and elected officials. Demonstrated ability to exercise sound judgment, enforce purchasing policies consistently, and professionally challenge or deny requests that do not comply with applicable laws, regulations, budgets, or City policy. Ability to build collaborative working relationships while maintaining the independence, professionalism, and confidence necessary to uphold procurement standards—even when faced with competing priorities or pressure from department leadership. High degree of integrity, discretion, and commitment to transparency in the stewardship of public funds. PHYSICAL DEMANDS The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit, stand, talk, or listen. The employee is occasionally required to walk, squat, bend, use hands to operate, finger, handle, or feel objects, tools, or controls, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT Office Setting: The Purchasing Agent primarily works in an office environment, conducting procurement activities, market research, vendor negotiations, and contract management. This role involves significant use of computers and procurement software to solicit bids, evaluate proposals, and manage contracts. Strategic Sourcing and Negotiation: The position requires a strategic approach to sourcing goods and services, including analyzing market trends, assessing supplier capabilities, and negotiating contracts to achieve the best value for the municipality. Attention to detail and strong negotiation skills are essential. Collaborative Stakeholder Interaction: Collaboration with various municipal departments to understand their procurement needs and specifications is a core aspect of the role. The Purchasing Agent must communicate effectively with department heads, suppliers, and legal advisors to ensure that procurement activities align with municipal policies and legal requirements. Regulatory Compliance and Ethical Standards: Ensuring compliance with municipal, state, and federal procurement regulations is critical. The Purchasing Agent is responsible for conducting transparent and fair procurement processes, adhering to ethical standards and avoiding conflicts of interest. Vendor Management and Quality Assurance: Managing relationships with suppliers and conducting quality assurance checks on goods and services procured are key responsibilities. The Agent must ensure vendors meet contractual obligations and deliver quality products and services. Physical Demands: While the role is primarily sedentary, it may occasionally require visits to supplier sites, attendance at trade shows, or inspection of goods received, necessitating mobility and the ability to transport and inspect goods. Flexible Schedule: This position is not remote. This position works a standard schedule for Monday – Friday 8:00 am – 4:30 pm. The Purchasing Agent may need to adjust their schedule to meet bid deadlines, attend evening council meetings, or resolve urgent procurement issues outside of typical business hours. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. THE CITY OF LA VERGNE IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF RACE, SEX, COLOR, RELIGION, NATIONAL ORIGIN, AGE, DISABILITY, OR VETERAN STATUS IN EMPLOYMENT OPPORTUNITIES. #J-18808-Ljbffr