PURCHASING DEPARTMENT - ASSISTANT COUNTY PURCHASING AGENT

Assistant County Purchasing Agent

The Assistant County Purchasing Agent performs highly responsible professional, administrative, and supervisory work in the management and coordination of the Purchasing Department. An employee in this classification is responsible to perform a wide variety of managerial and analytical tasks, including supervising and evaluating the work of professional, technical and clerical staff engaged in procurement work. The position requires considerable interaction with other County departments, vendors, management; and Commissioners Court. Work is performed with considerable independence and in accordance with Federal, State, and local laws, rules, policies, and regulations.

Minimum Qualifications

*Salary dependent on qualifications and experience*

Acceptable Experience and Education

Bachelors degree in Business Administration, Public Administration form an accredited college or university or a closely related field, and four (4) years centralized purchasing activity in a large organization, including inventory management and control and land management experience to include one (1) year actual buying in an established government procurement operation, with three (3) years supervisory experience.

Or, any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Preferred:

Master's degree

Certificates, Licenses, and other Requirements

Professional Public Buyer certification (CPPB) preferred.

Must have or obtain by date of hire a valid diver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso.

In order to access the County's network and systems, a personal mobile smart device is required by the hire start date.

Typical Duties

Essential Duties

Serves as assistant to the County Purchasing Agent; May act in the absence of the County Purchasing Agent;

Establishes credibility throughout the organization with management and the employees in order to be an effective listener and problem solver of issues related to procurement and Logistics;

Provides comprehensive advice and support to the County Purchasing Agent, County management team, elected officials, County Commissioners, boards and commissions, employees, and vendors;

Advises Commissioners Court, County executive staff, County departmental staff, and others on purchasing issues;

Assists in planning, developing, organizing, implementing, directing, and evaluating logistics and procurement function and performance to serve County departments and employees;

Engages in, supports, and provides leadership and direction in the development of progressive short- and long-range plans and goal-setting for the Purchasing department that is responsive to the needs of the County;

Communicates information to County Purchasing Agent, Purchasing management team, subordinates, and others;

Gathers, interprets, and prepares data for studies, reports and recommendations; coordinates with other departments and agencies as needed;

Assists the Purchasing Agent in monitoring and overseeing department operations to assure that services delivered are in compliance with statutory applicable laws, rules, regulations, and applicable standards established by federal, state, and local laws, including the County Code of Ethics, and with policies established by the Purchasing Board and Commissioners Court;

Assists the Purchasing Agent in preparing and disseminating information concerning bid procedures and methods of purchasing to maximize participation of the local business community within the legal requirements;

Participates in the development of the County's plans and programs as a strategic partner but particularly from the perspective of the impact on County purchases;

Translates the strategic and tactical business plans into purchasing strategic and operational plans;

Assists Purchasing Agent in identifying operational problems and formulates appropriate solutions;

Analyzes costs and value and recommends new programs and monitors effectiveness of existing programs and recommends changes as needed to the County Purchasing Agent;

Ensures the fair and equitable treatment of all vendors and shall ensure the compliance by vendors with the County Ethics Code in all procurement matters, and shall have the duty to report all violations to the County Purchasing Agent and/or Ethics Commission;

Oversees and ensures accurate maintenance of a variety of records including contracts, vendor lists, standardized bids, specifications for recurring purchases, and purchase order requests;

Assists in developing the department's annual budget and monitors revenue and expenditure transactions;

Conducts fiscal analysis and prepares cost projections; works with County Auditor's office and reviews for accuracy, tracks, and monitors personnel budgets and expenditures throughout the year;

Initiates and assists with the development of internal operating procedures, policies, and controls;

Prepares specifications, technical reports, correspondence, and contracts for services;

Makes presentations to the Commissioners' Court, boards, and vendors;

Acts as liaison with County boards; various County officials, involved staff, and vendors;

Performs special studies or projects as assigned by the County Purchasing Agent; prepares a variety of studies, reports and related information for recommendation and decision-making purposes;

Oversees and ensures the procurement of materials and services in compliance with duly authorized purchase requisitions at optimum cost and to documented specifications;

As directed plans, coordinates, negotiates, and supervises the acquisition and disposition of certain County owned land, buildings, and leased properties;

Oversees and ensures that purchasing documents are properly completed and the terms and conditions are appropriate;

Reviews buyer recommendations on vendor selecting negotiations, bids, and purchase contracts and makes appropriate recommendations to the Purchasing Agent;

Oversees and certifies adherence to proper purchasing procedure;

Ensures correct coding of invoice information for computer input to include appropriate budget accounts;

Establishes and maintains effective public relations in a complex environment involving technical and non-technical personnel and respond to inquiries from customers, regulatory agencies, or members of the professional community;

Attends training and maintains current knowledge of Procurement policies, programs, laws and issues;

Serves as a member of the Purchasing Department management team and attends team meetings and training;

Reviews bids awards and purchase order purchases to identify potential purchasing efficiencies, time savings measures and possible advantages of economies of scale through cooperative purchasing strategies and long term contract purchases;

Compiles data and updates the Purchasing Board Monthly Report for review by the Purchasing Agent and submittal to the Purchasing Board;

Acts as liaison with MUNIS Enterprise system software committee developing strategic plans, correcting software deficiencies, and planning of future service developments;

Reviews, tests, and implements upgrades and changes made in MUNIS Enterprise System software; and develops purchasing procedures and policy to coordinate system functionality to purchasing processes;

Reviews monthly reports to assure County monies are not lost due to gaps in user knowledge and system functionality;

Participates and Chairs Procurement Review Committee to review all purchasing solicitations, awards, and cooperative purchases are accurate, fair, and follows the State of Texas Purchasing Code, prior to the items being submitted to Commissioners Court for ratification;

Monitors the completion of the annual County fixed asset report by July 1st as required by State law;

Monitors reporting, reviews, and corrects County department fixed asset reports annually, submits corrections to Commissioners Court, and reports corrections to County Auditor's office;

Supervises County surplus and vehicle auctions, and recommend corrections and process changes to staff as needed;

Is the Program Administrator for County travel credit card, add, delete, edit, correct travel card information, resolve credit card issues, credit limit issues, and deactivate cards;

Monitors and processes County vehicle rentals through contract and reviews billing in coordination with the Auditor's office;

Monitors purchases utilizing County's Purchasing Department credit cards for all purchases where purchase orders may not be utilized and review billing in coordination with the Auditor's office;

Conducts weekly bid administration and managers meeting to receive updates on formal solicitations and projects, and disseminates any information from the Purchasing Agent as needed;

Issues written and oral instructions; assigns duties and examines work for exactness, neatness, and conformance to policies and procedures; evaluates assigned staff; reviews progress and directs changes as needed;

Demonstrates emotional intelligence in day-to-day work, decision making, problem solving and in the supervision of employees;

Other Important Duties*

Performs such other related duties as may be assigned.

Substitutes, if assigned, during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations;

Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts; and

Creates a high-quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and