Purchasing Agent

Purchasing Agent

Located 45 minutes from the Nation's Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) has been twice named in the top 150 community colleges by the Aspen Institute with academic programs in over 100 disciplines. CSM is among America's top 100 producers of Minority associate degrees in twenty categories, according to Diverse Issues in Higher Education. CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break. We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs.

The Purchasing Agent performs professional procurement work involving the acquisition of goods, services, materials, and equipment in compliance with applicable laws, regulations, and organizational policies and procedures. Working within established guidelines and approval thresholds, this position is responsible for reviewing requisitions, determining appropriate procurement methods, preparing and issuing purchase orders, obtaining competitive documentation, and maintaining accurate procurement records. Additionally, the Purchasing Agent serves as a key liaison between internal departments and external vendors to ensure timely delivery, resolve discrepancies, maintain accurate vendor records, and support procurement systems. The role provides technical guidance, supports cost-savings and efficiency initiatives, and ensures compliance with procurement regulations, internal controls, and audit requirements. Reports to: Purchasing Manager The hiring salary for this position will be from the min to mid-point of the salary range advertised. This position is open until filled.

Specific Duties and Responsibilities

60% Purchasing Processing and Execution

• Execute a wide range of standard, non-standard, routine, and emergency purchases in accordance with established procurement policies and procedures.
• Review, prioritize, and analyze purchase requests to ensure completeness, compliance, and selection of the appropriate procurement method.
• Conduct market research, analyze commodities and pricing trends, identify cost-saving opportunities, and recommend sourcing strategies.
• Prepare, issue, and manage purchase orders (POs), blanket purchase orders (BPOs), and P-Card transactions within established thresholds and Purchasing Manager oversight.
• Process modifications, cancellations, and updates to purchase orders and BPOs, including encumbrance verification and financial system updates.
• Research and evaluate cooperative and piggyback contract opportunities to maximize value and efficiency.
• Resolve routine procurement issues, including delivery delays and discrepancies, and escalate complex or high-risk matters to the Purchasing Manager as appropriate.
• Maintain purchasing records and related documentation within procurement and financial systems (e.g., Colleague).
• Facilitate alternative purchasing solutions when credit application requirements present barriers.
• Monitor and manage the Purchasing email account and related document repositories (e.g., Perceptive Content).
• Assist with managing online business accounts (e.g., Lowe's, Amazon Business, Staples Advantage), including user administration and issue resolution.
• Support fiscal year-end closeout processes, including reporting and documentation requirements.
• Maintain confidential procurement files, quotes, correspondence, and system records in compliance with regulatory, audit, and organizational standards.

25% Vendor and Customer Relations

• Serve as a primary liaison between vendors and internal departments to address and resolve purchasing-related inquiries and issues.
• Assist with vendor onboarding, compliance documentation, and ongoing vendor maintenance activities.
• Educate prospective and existing businesses on purchasing requirements and processes for doing business with the College.
• Provide technical guidance and customer-focused support to internal stakeholders and vendors regarding purchasing policies, rules, and best practices.

15% System and Reporting Responsibilities

• Ensure compliance with applicable federal, state, local, higher-education, and internal procurement policies and procedures.
• Monitor adherence to purchasing regulations and internal controls to support a fair, open, transparent, and competitive procurement environment.
• Prepare documentation in support of internal and external audits and assist with implementing corrective action plans.
• Maintain purchasing records in accordance with established record-retention schedules.
• Safeguard the confidentiality of sensitive and non-public information.
• Generate and analyze purchasing system reports; monitor open purchase orders and blanket purchase orders; and develop queries using available reporting tools.
• Support implementation of system upgrades, enhancements, or new releases of purchasing-related software.

Additional Duties

• Perform other related duties as assigned.

Minimum Education and Training

Required Education and Experience:

• Associate's degree in business, finance, administration, or a related field, and at least one year of public purchasing or related experience; or an equivalent combination of education, training, and experience.
• Proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook.

Preferred Education and Experience:

• One year of experience in purchasing or procurement.
• One year of experience working with an integrated enterprise resource planning (ERP) system, preferably Colleague.
• One year of experience in higher education or a related institutional environment.
• Certification such as Certified Public Purchasing Buyer (CPPB) or another relevant procurement credential.
• Demonstrated interpersonal, and communication skills, including strong writing, editing, analytical, problem-solving, organizational, and decision-making abilities.

Licenses, Certifications, or Additional Requirements:

• Financial disclosure may be required for this position.

Minimum Qualifications and Standards Required

Knowledge, Skills, and Abilities:

• Strong organizational and analytical skills with the ability to manage multiple tasks and projects, interpret complex information, and develop effective, practical solutions.
• Effective verbal and written communication skills, including the ability to facilitate meetings and training sessions, speak comfortably in group settings, and deliver clear, professional presentations.
• Demonstrated interpersonal skills with the ability to work collaboratively and maintain effective working relationships with coworkers, vendors, and internal stakeholders.
• Proven ability to manage competing priorities, adapt to shifting deadlines, and maintain accuracy and attention to detail in a fast-paced environment.
• Customer service and public relations skills, with an emphasis on professionalism, responsiveness, and issue resolution.
• Experience with online and computerized data processing, including entering, maintaining, and retrieving information from electronic systems.

PHYSICAL DEMANDS The work is mostly sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly. WORK ENVIRONMENT Work is performed in a relatively safe, and secure work environment.