Purchasing Agent

Job Title

Highly responsible technical work involved in procurement, contracts and solicitations: IFB/RFP/RFQ. Performs related work as required.

This position involves responsibility for assisting in the managing and directing of the City's centralized purchasing function for procurement of all goods and services, in accordance with applicable Federal, State, County and City statutes, the City Charter, and any other applicable policies, rules and regulations.

Must exercise considerable initiative and independent judgment and must work effectively with appointed officials, directors, co-workers, vendors, outside contractors, and the general public. Work is performed under the general supervision of the Purchasing Director.

Essential Job Functions

• Prepares and coordinates bid requests for the purchase of goods, services and equipment including construction related projects;
• Administers solicitations; coordinates advertisement; addenda, bid openings and filing of bid documents;
• Maintains procurement records, including bid documents and contracts;
• Procures materials, supplies, capital equipment and contract services according to established practices of cost control and quality;
• Assists with procuring professional services in accordance with the Competitive Consultants Negotiation (CCNA);
• Consults with user department concerning current and future purchasing and contracting needs, and procurement strategies;
• Supervises bid openings, checks references and verifies all required documentation is submitted including insurance and bonding of vendors, and coordinates evaluation committees;
• Analyzes bids and proposals and submits results to the Purchasing Director;
• Ensures that all Federal, State, County and City requirements and any other policies, rules and regulations applicable to the procurement process are followed;
• Supervises the performance of the Purchasing Department staff;
• Perform supervisory functions of the Purchasing Department as needed;
• Participate in ongoing professional development opportunities including attendance at Purchasing Co-Operative Group meetings, industry seminars and training.

Minimum Requirements

Bachelor's degree in Public Administration, Business Administration, or a closely-related field plus a minimum of three (3) years of procurement or contract related experience, preferably with at least one (1) year in a municipal, state, or county government;

OR

Associate's degree in Public Administration, Business Administration, or a closely-related field plus a minimum of five (5) years of procurement or contract related experience, preferably with at least one (1) year in a municipal, state, or county government.

Skills

Comprehensive knowledge of market trends and conditions, new products, and public purchasing practices;

Comprehensive knowledge of Federal, State and local laws governing public purchasing;

Considerable knowledge of contract negotiation strategies and techniques;

Knowledge of online and ERP systems;

Ability to draft clear, concise Invitations to Bid, Requests for Proposals, scope of work and bid forms and contracts;

Ability to gather, analyze, interpret, summarize and present complex data in a logical format;

Ability to plan, organize, review and evaluate work of Purchasing staff performing varied procurement functions, if needed;

Ability to express ideas and information clearly and concisely, verbally and in writing, to groups and individuals;

Ability to establish and maintain effective working relationships with City officials, co-workers, vendors, and the general public;

Ability to exercise initiative in performing procurement activities and to identify efficient and effective methods of procuring services and commodities;

Ability to exercise good judgment and make independent decisions related to procurement procedures and other issues related to the Purchasing Department;

Ability to maintain a high level of professional integrity and ethical conduct;

Ability to perform successfully under tight project timelines.