Purchasing Agent

Job Title

Position Summary

Starting Hiring Range: $65,790 - $80,593, annually Under general direction, this position is responsible for facilitating the procurement and distribution of goods, services, equipment, and supplies as requested by user departments, while adhering to ethical procurement practices; working closely with various city departments to understand their purchasing requirements and needs.

Essential Job Functions

Advises departments on the purchasing of supplies, materials, services, and equipment.

Locates or promotes possible new sources of supply.

Reviews departmental requests for proposals, bids, and quotes, and ensures compliance with state and local laws, policies, and procedures.

Reviews and assists in the preparation of annual contracts for supplies for City.

Reviews departments' annual contracts listing to assure compliance with timely renewal.

Works with departments to establish standardization of materials, supplies, and equipment. Makes recommendations for consolidation.

Prepares bid specifications and recommends acceptance of bids.

Reviews and evaluates supplier proposals to determine compliance with stated specifications and conditions; advises and confers with various departments; and recommends award of purchasing contracts based on adherence to specifications.

Explores cooperative purchasing agreements and online purchasing opportunities. Keeps abreast of purchasing trends, purchasing laws, and purchasing technology.

Prepares, negotiates, coordinates, reviews, and oversees contracts, agreements, leases, contract amendments, and renewals for routine and complex projects,

Reviews reports and makes recommendations for contracting opportunities; examines budget estimates as they pertain to contact award expenditures.

Coordinates the preparation of contract award memos and financial worksheets.

Disposes of surplus city property.

Performs accounting functions as it relates to purchasing.

Responds to and resolves difficult and sensitive inquiries and complaints.

Makes recommendations for improvement and compliance.

Conducts training with departments on purchasing laws, policies, and procedures.

Administers the Procurement Card Program, including monthly audit & processing of City purchasing cards.

Process PA's submitted by departments.

Processes Open Records related to purchasing requests in accordance with the Freedom of Information Act and Contract Law.

Prepares and processes resolutions, ordinances, and agenda items for City Council meetings.

Attends and participates in professional group meetings; stays abreast of new trends and innovations in the field of purchasing.

Directs specialized functions or activities of the City (i.e., City auction) and other special research projects assigned by the Finance Director.

Performs all other duties as assigned.

Education and Experience

Associate's Degree in business, finance, accounting, or a related field from an accredited college or university, is required. Bachelor's Degree is preferred. Minimum of three (3) years progressively responsible purchasing experience including one (1) year buying experience in an established municipal procurement operation. Any equivalent combination of education and experience will be considered.

Knowledge, Skills, and Abilities

Advanced knowledge of city and departmental practices, procedures, systems, and federal, state, and local laws, regulations, codes, ordinances, and best practices relating to purchasing and the competitive bid process and the ability to enforce the purchasing statutes.

Considerable knowledge of a variety of commodities.

Good knowledge of market conditions and sources of supply.

Good knowledge of governmental budgeting policies and procedures.

Knowledge of electronic bid process.

Knowledge of and ability to correctly interpret, explain, and apply laws, rules, operations, practices, procedures, regulations, and policies.

Knowledge, skill, and ability to utilize telephone, fax machines, computers and applicable software daily, including Microsoft office, Microsoft Outlook, Laserfiche, Tyler Incode/ERP Pro 10, and other procurement software.

Ability to regularly interact with others and exchange and receive information, providing effective and tactful customer service, and work independently with a high level of discretion.

Ability to make independent judgement, organize, and expedite orders.

Advanced ability to be organized and have efficient management of time and deadlines and maintain accurate records and prepare reports.

Advanced ability to interact with people in a professional and congenial manner.

Advanced ability to communicate in a clear, effective, and concise manner, both orally and in writing.

Ability to follow instructions, safety practices, and perform work accurately and thoroughly which requires performing multiple tasks simultaneously under time pressures and deadlines.

Ability to establish and maintain effective working relationships.

Ability to be punctual and attend work regularly.

Licenses & Certifications

Must possess and maintain a valid driver's license with acceptable driving record as established by the City of Midlothian driving standards. Professional certification by a recognized national purchasing association, such as CPPB, CPPO, VCO, or CPM, is preferred.

Work Environment

Work primarily performed in climate-controlled office environment. The noise level in the work environment is usually quiet. Physical demands are primarily sedentary. Requires light lifting (up to 10 lbs.), sitting, walking, and standing. Work performed may cause fatigue of eyes and other faculties because of fairly continuous use of motor senses.