Purchasing Agent

Job Title

Franklin County Finance Department Purchasing and Accounting Professional

Job Description

An employee in this class performs responsible professional level purchasing work and accounting work. Duties include collaborating with departments to receive contract documents; assisting departments with evaluating, reviewing, negotiating, processing, and ensuring applicable compliance; routine contracts through the contract system; and securing fully executed contracts in accordance with applicable policy and laws. Work includes but not limited to coordinating the purchasing activities of County departments to ensure compliance with North Carolina statues and local policy with ensuring Franklin County receives the best value. Employee must exercise independent judgement and initiative in completing assignments. Employee must also exercise considerable tact and courtesy in contacting County staff, vendors, and the public. Employee works under the supervision of the Deputy Finance Director and is evaluated through conferences, demonstrated accuracy, timeliness, and related reports, completeness of balanced accounts, and by independent audits of financial records.

Duties and Responsibilities/Knowledge, Skills, Abilities

Thorough knowledge of the laws, rules, regulations, policies, and practices to follow in the accounting function.

Working knowledge of accounting, finance, and auditing principles.

Working knowledge of law, ordinances and regulations governing county financial matters.

Thorough knowledge of office procedures, policies, and practices in the accounting function.

Ability to prepare, maintain, verify, and analyze statistical and financial reports and forms for accuracy and completeness.

Ability to understand and apply policies to the maintenance of a variety of financial records and reports.

Ability to establish and maintain effective working relationships with department heads, vendors, employees, and the general public.

Ability to understand and carry out complex oral and written instructions.

Ability to effectively use computer applications such as spreadsheets, word processing, calendar, email, and database software.

Reviews and processes contracts, ensuring contract documents are complete (including all referenced exhibits/attachments and any related terms and conditions). Works with the submitting department to obtain accurate and complete required contract information including any missing contract documentation, before further processing any contract.

Collaborates with departments, procurement team and legal to complete the contract process.

Assists with contract negotiations as needed.

Assists with developing and monitoring purchasing contracts.

Assists with Minority/Women and Small Business Program, Historically Underutilized Business (HUB) monitoring and prepares/submits State reports.

Assist with solicitations for bids (Invitations for Bid, Requests for Proposals, Requests for Qualifications) depending upon service/item procured; and reviews submittal evaluation criteria as requested.

Manages various procurement activities for assigned commodities and/or Department/Agencies. Obtains tags for vehicles through DMV. Assists with updating and maintaining the procurement/contract file system.

Informs departments of various contract, procurement and bid procedures.

Assists with various audit initiatives.

Assists with training employees on various purchasing and contract procedures as necessary.

Research state and federal statutes and opinions, Department policies and previous contracts.

Reviews, interprets, and clarifies statutes, regulations, standard policies, and procedures to ensure compliance with Department and governmental regulations.

Maintains, updates, and complies detailed data, reports, summaries, files, records, logs, statistics, and contracts.

Conducts audits, researches, and identifies issues with contracts and proposes solutions.

Orders and stocks supply and maintains supply room with basic office supplies for Finance office.

Coordinates maintenance contracts for copiers, postage machines and other related maintenance contracts for Finance Office.

Reviews purchase, construction, and maintenance contracts; determines appropriate method of purchase, i.e., formal, and informal bids, negotiated contracts or other procures in connection with the Finance Director.

Additional Job Duties

Cross-trained on all other functions (AR, AP, etc.) of the Finance Department.

Coordinates special projects as needed.

Performs other duties as assigned by the Finance Director.

Desirable Education and Experience

Graduation from a two year college with a concentration in business administration or related field and experience in purchasing, or an equivalent combination accounting education and experience. Minimum of 2 or 3 years of progressively responsible experience in procurement/purchasing, contract work; or equivalent combination or education and experience.

***Salary depends on qualifications. ***In addition to annual salary, this job classification will be eligible for a $500 (taxable) hiring incentive. Policy requirements apply.***