PROCUREMENT COORDINATOR (Purchasing Agent) Guthrie Agricultural Center, Guthrie, WV

West Virginia Department of Agriculture

Position Description

Job Title : Procurement Coordinator (Purchasing Agent)
Division: Administrative Services
Headquarters : Guthrie Agricultural Center, Charleston, WV
Reports To: Comptroller/Assistant Administrative Services Director
Supervisory
Responsibility : None
FLSA Status: Non-Exempt

Nature of Work:
Under general supervision, the Procurement Coordinator (Purchasing Agent) provides administrative work in services related to organizing and coordinating the purchasing activities within an agency. Develops or assists in developing and implementing plans/procedures for resolving financial issues and improving administrative services. Performs related work as required.

Examples of Work:

• Confer with inter- and intra-agency personnel and vendors to transact business, gather information, or discuss information; may be in a position with public or federal government contact.
• Review various purchasing documents and requisitions for conformity to established procurement procedures and processes; checks documentation for accuracy, completeness, and clarity; assists in determining the most appropriate procurement methods.
• Assist in obtaining product information and developing procurement specifications.
• Review proposed transaction for conformity to budget amounts; department policies and procedures; applicable law, rules, and regulations; assures timely processing of transactions.
• Perform contract management to assure that goods and services meet contract terms, specifications, and delivery requirements.
• Maintain files of information in hard copy files or electronic format; run reports for regular or intermittent review.
• Assist in determining the need for changes in procedures, guidelines, and formats; provides input for solutions; monitors the success of solutions for improvement of services.
• Assist in writing manuals in the area of assignment; notes sections to revise for clarity and changes in state laws and regulations that would necessitate revisions.
• Advise staff via telephone, correspondence, or personal contact of information concerning fiscal legal or procedural requirements or refers questions to appropriate party.
• Provides formal and informal training to agency staff regarding the purchasing process.
• Other duties as assigned.

Working Conditions: Office environment, sitting, stooping, bending, walking, stretching/reaching, keyboarding, manual dexterity, visual acuity, ability to lift over 20 pounds. Some travel required.

Knowledge, Skills, and Abilities:

• Knowledge of regulations, processes, and procedures in the area of assignment.
• Knowledge of general office practices and procedures.
• Knowledge of state and federal laws and regulations related to the area of assignment.
• Knowledge of various software packages, including Microsoft Office, Adobe Acrobat, and enterprise accounting software.
• Ability to independently manage assignments that may be complex and confidential in nature.
• Ability to collect and compile accurate information.
• Ability to conceptualize the nature of service difficulties and devise appropriate work methods, tools, and configurations to correct the problem.
• Ability to prepare flowcharts, graphs, and status reports.
• Ability to communicate with a wide variety of people, both orally and in writing.
• Ability to perform basic arithmetic.

Minimum Qualifications:
Education: High School diploma or equivalent is required; vocational training or associate degree in accounting, business, or related field preferred.
Experience : Three years of relevant, progressively complex experience related to bookkeeping, accounting, procurement, or related area is required; experience or certification in public procurement preferred.
Substitutions : None
Licenses/ Certifications : None


Additional Requirements:

• Valid driver's license is required.
• Satisfactory completion of pre-employment drug testing.
• Satisfactory completion of pre-employment law enforcement background investigation, including DMV records.
• Must maintain a positive image of the Commissioner, West Virginia Department of Agriculture.

This description is subject to review and revision at the discretion of the Commissioner and designees.
West Virginia Department of Agriculture is an equal opportunity employer.