Purchasing Agent Manager

Job Description

Job Description

GRADE: 17

SALARY RANGE: $71,552 - $112,164 

POSITION TITLE: PURCHASING AGENT MANAGER

DIVISION: OFFICE OF THE CHIEF OF POLICE

POSITION SUMMARY

The Purchasing Agent Manager is responsible for planning, coordinating, and administering the procurement of goods, equipment, materials, supplies, and services for the St. Louis Metropolitan Police Department. This position oversees all purchasing activities to ensure compliance with Board of Police Commissioners policies, applicable laws, grant regulations, and sound governmental procurement practices.

The Purchasing Agent Manager serves as the Department’s procurement expert and works collaboratively with Department personnel, vendors, contractors, and governmental agencies to procure high-quality products and services in a timely, cost-effective, and transparent manner. The Purchasing Agent Manager oversees the operation of the supply division warehouse, quartermaster, and print shop.

FUNCTIONS OF THE JOB

Essential Functions: 

Procurement Administration

•          Manage the requisitions for purchase, bid requests, sole source purchases, continuation of bid prices, and purchase orders.

•          Prepare, issue, and approve Requests for Proposals (RFPs), Invitations for Bid (IFBs),

•          Requests for Qualifications (RFQs), Requests for Quotes (RFQs), and other competitive solicitations.

•          Review departmental purchasing requests for accuracy, necessity, funding availability, and compliance with procurement policies.

•          Evaluate bids and proposals and present them all to the Board of Police Commissioners.

•          Ensure all purchasing activities comply with Board policies, state statutes, grant requirements, and applicable procurement regulations.

•          Maintain procurement records and documentation in accordance with audit and retention requirements.

•          Liaison for external auditors and Missouri State Auditor’s Office for all purchasing matters.

•          Plan and maintain a list of all Department capital assets, maintain accountability, and conduct periodic reviews

•          Work closely with the Budget and Finance Unit to verify funding for purchases

•          Prepare procurement reports and spending analysis

•          Coordinate the acquisition and delivery of operational equipment and supplies.

•          Monitor inventory levels of commonly purchased materials and coordinate replenishment as needed.

•          Work with divisions to anticipate procurement needs and maintain continuity of operations.

•          Assist in developing standardized specifications for frequently purchased items.

•          Coordinate emergency and time-sensitive procurements.

•          Interpret procurement policies and procedures for Department personnel.

•          Provide guidance regarding purchasing requirements and procurement methods.

•          Develop and recommend improvements to procurement procedures.

•          Coordinate procurement activities during audits.

•          Manage Purchasing personnel to include training, analyzing, and resolving work problems.

QUALIFICATION REQUIREMENTS

•          Must possess a valid driver’s license.

Knowledge:  

•         Bachelor’s degree in Business Administration, Finance, Accounting, Supply Chain Management, or a closely related field.

Experience:  

•          Seven years of progressively responsible experience in purchasing, procurement, contract administration, or governmental purchasing.

•          Government procurement experience preferred.

•          Equivalent combination of education and experience may be considered.   

Skills and Abilities :  

•         Public procurement principles and practices.

•         Competitive bidding procedures.

•         Government purchasing regulations.

•         Contract administration.

•         Materials purchasing and inventory management.

•         Purchasing software and financial systems.

•         Budgeting principles.

•         Vendor management.

•         Government ethics and procurement standards.

•         Analyze procurement needs and recommend appropriate purchasing methods.

•         Prepare clear and accurate bid specifications and solicitation documents.

•         Evaluate vendor proposals and negotiate favorable purchasing terms.

•         Interpret procurement policies, regulations, and contracts established by the Board of Police Commissioners.

•         Establish and maintain effective working relationships with Department personnel,

•         vendors, and governmental agencies.

•         Prepare reports and maintain accurate procurement records.

•         Exercise sound judgment and maintain confidentiality.

Working Environment: 

• Work is primarily performed in an office environment with occasional travel to vendor locations, warehouses, meetings, training sessions, and project sites. Occasional lifting of materials and equipment weighing up to 25 pounds may be required.
• Driving a vehicle is required.

Machines, Tools, Equipment and Work Aids:  

• Personal Computer
• Telephone
• Cell Phone
• Copier/Fax Machine
• Vehicle

PHYSICAL/VISUAL ACTIVITIES OR DEMANDS

While performing the duties of this job, the employee is regularly required to sit, reach, grasp, talk, and hear.

This position requires clarity of vision at 20 inches or less and the ability to bring objects into sharp focus, while reading from a computer screen.

The job has light physical demand (primarily sedentary) requiring the employee to exert negligible force frequently to lift, carry, push, pull or otherwise move objects in the normal course of routine office activities.  Possibly up to 20 pounds.

Driving a vehicle is required.

The St. Louis Metropolitan Police Department is an Equal Opportunity Employer.

The job description does not necessarily contain all of the actual or essential duties of this position.  All job offers are contingent upon passing a medical evaluation/drug screen and criminal background check.

Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.  

"Commonly associated" is not intended to mean always or only. There are different experiences that suggest other ways or circumstances where reasonable changes or accommodations are appropriate.

Welcome to the St. Louis Metropolitan Police Department, the home to some of the nation’s finest police officers and civilian employees. Established in 1808, our Department has a rich history and many traditions. We strive to provide the city of St. Louis with the highest level of police service.

Our department is dedicated to diversity and inclusion and we are committed to community policing. Our workforce is made up of over 400 civilian employees and 1,100 sworn officers. Our police officers interact daily with citizens and they have the opportunity to make a positive difference in the lives of St. Louisans. We believe policing is one of the most rewarding and noble professions.

Company Description

Welcome to the St. Louis Metropolitan Police Department, the home to some of the nation’s finest police officers and civilian employees. Established in 1808, our Department has a rich history and many traditions. We strive to provide the city of St. Louis with the highest level of police service.\r\n\r\nOur department is dedicated to diversity and inclusion and we are committed to community policing. Our workforce is made up of over 400 civilian employees and 1,100 sworn officers. Our police officers interact daily with citizens and they have the opportunity to make a positive difference in the lives of St. Louisans. We believe policing is one of the most rewarding and noble professions.