Purchasing Agent

Job Description

Job Description

Salary: $29.00 or more DOE

About Logistic Specialties, Inc.

Logistic Specialties, Inc. (LSI) delivers logistics, operational, and professional services that support government and commercial customers across the United States. Our employees play an important role in supporting mission-critical operations, including our partnership with CAL FIRE, where we provide procurement, warehousing, logistics, and administrative support to help keep resources moving efficiently. At LSI, we value integrity, accountability, teamwork, and a commitment to excellence in everything we do.

We are seeking a Purchasing Agent to join our CAL FIRE support team in Sacramento, California. This position plays a key role in supporting aircraft maintenance operations by procuring aircraft parts, equipment, and maintenance materials while ensuring compliance with California Department of General Services (DGS) and CAL FIRE procurement requirements.

Position Summary

LSIs Purchasing Team supports CAL FIRE AP by acquiring aircraft components and maintenance services. This centralized procurement group works with the inventory, logistics and parts room departments to generate all Purchase Orders (POs) for the AP, including State POs, Contractor POs, and Federal Excess Personal Property (FEPP). The Purchasing Team performs many functions outside the creation of purchase orders. Other acquisition activities include increasing vendor bases, researching part availability, establishing and maintaining vendor relationships, reviewing orders for compliance with required procurement procedures, invoice verification and coordination with AP Accounting. Under the direction of the Purchasing Agent Lead, the Purchasing Agent assists in the procurement of aircraft parts, components, and related aircraft maintenance material and equipment for the exclusive use on CAL FIRE owned or operated aircraft.

Essential Job Responsibilities

• Place orders with commercial vendors.
• Respond to assigned, AP approved, RFQs to research, find and procure items requested in the RFQ.
• Follow the DGS (Department of General Services) and CAL FIRE AP procurement processes and directives.
• Work closely with AP Accounting staff to create and place Commercial POs with AP approved suppliers after processing in APs Fi$Cal system.
• If a new supplier must be found, follow all procurement processes and requirements and conduct research to find an acceptable AP supplier.
• Monitor, track and remain in contact with suppliers to ensure smooth procurement and delivery of each ordered item.
• Review orders to ensure compliance with CAL FIRE procurement processes.
• When creating POs, both individual Purchasing Agents and the department Lead check to ensure all DGS and CAL FIRE AP procurement requirements, processes, and directives are followed by reviewing POs for completeness and compliance before submitting to CAL FIRE for processing and billing.
• Conduct research on aircraft parts and supplies availability, price and conformity to CAL FIRE standards.
• Use a quality/schedule/cost evaluation process to document, select, and retain quality CAL FIRE suppliers.
• Follow established requirements to obtain multiple supplier bids.
• Invite the most qualified suppliers to participate as preferred providers and use best practices to ensure only highly qualified suppliers are used to supply parts and components.
• Work with the CAL FIRE AP accounting to ensure all purchases are in compliance with Department of General Services and CAL FIRE procurement processes.
• As part of daily responsibilities, coordinate with the CAL FIRE Accounting staff.
• Provide detailed employee training to ensure LSI Procurement department staff follow all DGS and CAL FIRE processes and requirements to create Commercial/State POs.
• Ensure we obtain multiple supplier quotes or award PO to a California-approved Small Business or Disabled Veteran Business Enterprise (DVBE).
• Ensure each vendors required State forms are current and on file at the AP.
• Deliver PO packages to AP Accounting for timely data entry into their accounting system, Fi$Cal. Once Accounting is completed with the PO package our Procurement Agents complete the PO process by contacting the supplier(s) to activate the PO which places the order.
• Assist Purchasing Agent Lead to ensure routine orders, AOG, work stoppages and core returns are processed within AP timeframes and procedures; When assigned by the Purchasing agent lead, Purchasing agents(s) will:
• Create ordering POs and track and monitor their AOG & Work Stoppage POs. AOG parts are received within 24 hours and Work Stoppages within 48 to 72 hours.
• Immediately return AOG/Work Stoppage Core Returns if required for repair.
• After creation of an AOG and/or Work Stoppage RFQ, the appropriate LSI Parts Room personnel notify the Procurement Lead, all Aviation Officers, the Chief of Maintenance, and the Aviation Logistic Support Manager via email. After the RFQ is approved by the Chief of Maintenance, the Procurement Lead assigns it to the appropriate, pre-designated Purchasing Agent. Once the Purchasing Agent orders and confirms delivery of the asset(s) via vendor-supplied tracking information, they inform the Logisticians and Receiving Department through the original email chain.
• The Lead Logistician assists the Purchasing Agent with arrivals of AOG and Work Stoppage orders as follows: after the Purchasing Agent responsible for the AOG/Work Stoppage order relays its arrival via email, the Logisticians and Receiving Department ensure it is promptly processed, received, and transferred to the correct Parts Room location for timely issuance to maintenance personnel.
• Coordinate Routine Core Returns in a timely manner to the supplying vendor between Parts Room personnel, the Purchasing Agent managing the PO and the Logistician department for documentation assistance. Routine Core returns are rotable items received from the Parts Rooms after removal from the aircraft.
• Follow parts management procedures as outlined in the CAL FIRE Repair Station/Quality Control Manual No. CFOR047Z; and other duties as assigned.

Other Duties and Responsibilities:

• Assisting Purchasing Agent Lead in meeting the requirements set forth in the Procurement Checklist.
• Comply with CAL FIRE approved work attire
• Adherence to CAL FIREs Information Technology (IT) Acceptable-Use Policy
• Responsible for safeguarding all CAL FIRE and LSI property and equipment provided. Ensure that all governmental facilities, property and materials are left secured.
• Adhere to CAL FIREs Installation Security Program

Required Knowledge, Skills, and Abilities

• Knowledge of purchasing, procurement, and vendor management principles.
• Experience locating suppliers, obtaining competitive quotations, and purchasing parts or materials.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent analytical, problem-solving, and decision-making skills.
• Effective written, verbal, and interpersonal communication skills.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Ability to learn and effectively use procurement and inventory management systems, including Quantum.
• Ability to interpret procurement procedures and ensure compliance with applicable policies.
• Strong attention to detail and commitment to accuracy.

Required Education and Experience

• High school diploma or equivalent.
• Experience in purchasing, procurement, supply chain, logistics, aviation support, or a related field.
• Experience using Microsoft Office applications.

Preferred Qualifications

• Experience supporting government contracting or public sector procurement.
• Experience purchasing aviation parts, maintenance materials, or technical equipment.
• Experience using Quantum or similar procurement/inventory management software.
• Experience working with Department of General Services (DGS) or CAL FIRE procurement processes.

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Frequent use of hands and fingers for keyboarding and data entry.
• Ability to communicate effectively in person, by telephone, and electronically.
• Occasionally lift and move up to 25 pounds.

Work Environment

This position is primarily performed in an office environment with regular interaction with procurement, logistics, inventory, receiving, accounting, vendors, and CAL FIRE personnel.

What We Offer

• Competitive Compensation starting at $29.00 or more per hour based on experience
• Medical, dental, and vision coverage
• Medical HRA & FSA options
• Company-paid life and AD&D insurance
• 401(k) with company match
• Paid time off and paid holidays
• Employee Assistance Program
• Professional development and growth opportunities
  

Logistic Specialties, Inc. is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all applicants and employees without regard to any characteristic protected by applicable federal, state, or local law.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

Employment with Logistic Specialties, Inc. is contingent upon successfully completing all pre-employment requirements applicable to the position, including a background check, drug screening, verification of employment eligibility, and any contract-required screenings or clearances, in accordance with applicable laws and contract requirements.

This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Logistic Specialties, Inc. reserves the right to modify this job description at any time to meet business needs.