Purchasing Agent

Procurement And Purchasing Leadership

Provides leadership and oversight of procurement and purchasing activities for Columbus Water Works (CWW). Serves as the subject matter expert for purchasing policies, procedures, and regulatory compliance while supporting the Supervisor and Director of Finance. This position plans, coordinates, and administers a centralized purchasing program to ensure the efficient, transparent, and cost-effective acquisition of goods and services. The role is also responsible for ordering all organizational supplies, ensuring the accurate use of departmental General Ledger (GL) numbers, and maintaining budgetary control of purchased items. Responsibilities will include supervisory oversight and will include performing all other duties as assigned.

Procurement & Purchasing Functions

• Plan, administer, and oversee procurement activities for goods, services, materials, supplies, and equipment in compliance with Columbus Water Works policies and applicable federal, state, and local laws.
• Order all organizational supplies, ensuring timely delivery and cost-effective purchasing to support operational needs.
• Utilize the appropriate General Ledger (GL) numbers, including specific departmental GL accounts, to ensure accurate financial coding of all purchase orders and procurement transactions.
• Monitor and maintain budgets for purchased items, tracking expenditures to ensure alignment with approved departmental budgets and identifying potential variances.
• Collaborate with department managers to verify funding availability and proper GL account usage prior to processing purchases.
• Manage formal and informal competitive bid processes, including Invitations to Bid (ITBs), Requests for Proposals (RFPs), and Requests for Qualifications (RFQs).
• Evaluate vendor responses and provide recommendations for contract awards to ensure the best value for the organization.
• Develop and administer purchasing policies and procedures to ensure compliance with ethical and regulatory standards.
• Coordinate procurement activities with internal departments and external stakeholders to ensure transparency and efficiency.
• Oversee contract administration, including preparation, execution, compliance monitoring, and renewals.
• Manage the purchasing card (P-Card) program, including policy development, monitoring of transactions, and compliance reporting.
• Generate and manage bid schedules to ensure timely procurement and contract awards.
• Oversee inventory control and asset procurement in coordination with Accounting and operational departments.
• Prepare and present purchasing-related reports and agenda items for executive leadership or governing boards, as required.
• Serve as liaison between vendors, departments, and the Finance/Accounting Division to resolve procurement-related issues.
• Maintain open and effective communication with management and stakeholders regarding purchasing activities.

Financial & Systems Support

• Collaborate with the Supervisor of Accounting/Director to ensure purchasing activities align with financial policies and budgetary controls.
• Serve as a subject matter expert for financial and procurement systems such as the Lawson General Ledger/Purchasing System and other enterprise resource planning (ERP) platforms.
• Assist with audit preparation by providing procurement documentation and ensuring compliance with Generally Accepted Accounting Principles (GAAP) and applicable audit standards.
• Monitor procurement expenditures and assist with forecasting and budget planning.
• Prepare financial and procurement reports and analyses to support strategic purchasing and policy decisions.
• Ensure all purchasing transactions are accurately recorded and reconciled within the accounting system.

Supervisory Responsibilities

• Supervise, direct, and evaluate assigned purchasing personnel.
• Interview, hire, train, and mentor staff; coordinate cross-training and professional development.
• Assign and monitor daily work activities and schedules.
• Address employee concerns, administer disciplinary actions when necessary, and complete performance evaluations.
• Approve employee leave requests and ensure adequate staffing levels.
• Communicate organizational goals, policies, and procedures for purchasing staff.

Operational Support

• Execute procurement transactions in accordance with established policies.
• Prepare bid documents, purchase orders, and contracts.
• Maintain accurate purchasing records and documentation.
• Provide technical assistance and guidance to departments on procurement procedures.
• Support training initiatives related to purchasing policies and systems.

General Responsibilities

• Ensure compliance with all applicable federal, state, and local procurement regulations.
• Establish and maintain effective working relationships with management, employees, vendors, and the public.
• Support organizational initiatives and strategic goals.
• Regular and routine office attendance is required.
• Performs all other duties/work as assigned.

Supervisory Responsibilities

• Direct supervisory responsibility for purchasing personnel.
• Ensure all policies and regulations are followed by staff.

Licenses And Certifications

• Certified Public Procurement Officer, Certified Professional Public Buyer, Georgia Certified Purchasing Associate, and/or Certified Local Government Financial Officer desirable.

Education And/Or Experience

• Bachelor's degree in Public Administration, Business Administration, Accounting, Finance, or a related field from an accredited college or university is highly preferred.
• Three-plus (3+) years of purchasing and/or procurement experience is required.
• Minimum of three (3) years of supervisory experience is required.

An equivalent combination of education and experience may be considered.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to reach with hands and arms. The employee is frequently required to stand, walk, balance, climb stairs, use hands to finger, handle or feel objects, tools or equipment; stoop, kneel, crouch, or crawl; talk, hear, and smell.

The employee must occasionally lift and be able to move objects of 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works in an office environment, but on occasion will be required to visit job sites to view assets and assess needs. While visiting job sites the employee will occasionally be exposed to heavy construction equipment, moving mechanical parts, fumes, loud noises or airborne particles.