Purchasing Agent
City of Santa Rosa · Santa Rosa, CA · 1 mo ago
PurchasingFull-time
We need to output HTML fragment with headings for sections: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections that have real specific content. We need to parse the job posting.
The posting includes:
- Intro about City of Santa Rosa, commitment, etc. That's maybe "About the role"? Actually "The Position" heading. Could be "About the role". We'll include a
for sections: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections that have real specific content. We need to parse the job posting.
The posting includes:
- Intro about City of Santa Rosa, commitment, etc. That's maybe "About the role"? Actually "The Position" heading. Could be "About the role". We'll include a About the role
with prose summarizing the description: Under direction of CFO, plans and manages procurement, etc. Also "The Ideal Candidate" maybe part of Requirements/Qualifications/Skills.
We need to separate duties/responsibilities: "Examples of Duties and Responsibilities" includes Essential Duties and Additional Duties. We'll put under Responsibilities
with - items.
Requirements/Qualifications/Skills: The Ideal Candidate bullet list: proactive, forward-thinking professional procurement manager with several years experience in complex public sector agency; significant knowledge of principles, procedures, laws, regulations relating to public sector procurement and warehousing including RFPs and contract formulation and administration; excellent communication, presentation, negotiation and interpersonal skills; highly developed leadership and personnel management skills; a related Bachelors degree; certification by a national purchasing organization such as the Universal Public Purchasing Certification Council or the National Institute of Governmental Purchasers.
We can split into Qualifications (education, certification) and Skills (communication, leadership, etc.) but we can also combine. The instruction: prefer a few substantive sections over many thin ones. So maybe we have sections: About the role, Responsibilities, Qualifications (including experience, education, certification), Skills (maybe combine). Benefits: we have benefits described: retirement through CalPERS, competitive leave accrual, choice of health plans, flexible spending program, employer contributions to Retiree Health Savings, top of line employer paid vision and dental, 13 paid holidays, 1-3 floating holidays, flexible schedule (9/80 or 5/8) with management approval, $500 annually for wellness, unlimited free bus rides on CityBus and Sonoma County Transit, City is PSLF qualifying employer. Also link to MOU and benefits page but we should not include navigation/legal boilerplate; but the benefit description includes links; we can keep the benefit description but maybe drop the links? The instruction: remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. The links are not boilerplate; they are part of benefits info. We can keep them as part of the benefit description, but we need to output HTML fragment; we can include tags? The original had markdown-like links with attributes. We can convert to ... . We'll keep them.
Pay: Not mentioned. So we should NOT include Pay section.
Schedule: The posting mentions flexible schedule (9/80 or 5/8) with management approval. That's schedule info. So we can include Schedule section with that detail. However schedule also appears under Benefits; but we can still include Schedule section if we have specific content. The instruction: never create Pay/Schedule/Benefits sections unless the posting actually states them. So we can include Schedule because it's stated. Benefits also stated, so include Benefits.
We need to avoid repeating job title as heading. So no heading for "The Position". We'll use About the role.
We need to preserve ALL substantive information; do not invent or summarize away detail. So we need to keep all details from the posting, but we can rephrase into prose or list items. Must not lose any detail.
Let's extract all substantive info:
Intro: City of Santa Rosa seeking a PURCHASING AGENT. Commitment to workforce reflective of community, equity, belonging. Collective talents contribute to high-quality public services supporting vibrant resilient inclusive City. Celebrate diverse workforce, welcome all qualified candidates.
Benefits of City employment: challenging rewarding work environment, excellent salary, generous suite of benefits: retirement through CalPERS, competitive leave accrual package, choice of health plans, flexible spending program, employer contributions to Retiree Health Savings plan, top of line employer paid vision and dental coverage. More info in Unit 18 MOU link and Miscellaneous Employee Benefits Page link. Additional Benefits: 13 paid holidays annually, plus 1 to 3 floating holidays per year depending on start date and years of service. Flexible schedule (9/80 or 5/8) with management approval. $500 annually for wellness. Unlimited free bus rides on CityBus and Sonoma County Transit. City is a Public Service Loan Forgiveness (PSLF) qualifying employer.
The Position: Under direction of CFO, the Purchasing Agent plans and manages complete range of activities associated with City-wide procurement; centralized storage of supplies, materials, equipment; mail and courier services; also plans and implements complex and sensitive purchases and contracts.
The Ideal Candidate: Will be a proactive, forward-thinking professional procurement manager with several years experience in a complex public sector agency and significant knowledge of principles, procedures, laws and regulations relating to public sector procurement and warehousing including requests for proposals and contract formulation and administration; excellent communication, presentation, negotiation and interpersonal skills; highly developed leadership and personnel management skills; a related Bachelors degree; certification by a national purchasing organization such as the Universal Public Purchasing Certification Council or the National Institute of Governmental Purchasers.
Examples of Duties and Responsibilities:
Essential Duties:
- Plan, organize, direct, and review the delivery of purchasing, central warehousing and mail/courier services to City departments;
- develop, implement, and review the goals, objectives, policies, procedures, and priorities within the section;
- supervise, train, evaluate and mentor subordinate staff;
- review and approve major purchase requisitions in conformity with established procedures;
- make or review major equipment purchases requiring formal bids;
- supervise perpetual inventory control and records system;
- prepare or review award recommendation staff reports for major purchases and make presentations to Council or Board of Public Utilities;
- review and publicly open bids;
- administer large, complex and sensitive service, supply and public works type contracts;
- establish and interpret policies and procedures related to purchasing, central stores services and mail/courier services;
- cooperate with other City officials to facilitate policy, procedural, and priority-related issues as they arise;
- direct the coordination of purchasing, central services and warehouse operations with City departments, divisions and sections, and with outside agencies;
- act as the City's Disadvantaged Business Enterprise Liaison Officer
Additional Duties:
- analyze bids and make recommendations on major purchases;
- coordinate with other public agencies on cooperative purchasing programs;
- prepare periodic reports;
- meet with other City officials to develop specifications and provide assistance in the resolution of business problems;
- oversee the sale, auction, or disposition of surplus or obsolete items;
- maintain a procurement card
We need to ensure we keep all details.
Now we need to decide sections.
Potential sections:
- About the role: includes intro about city commitment, position description (under direction of CFO). Could also include "The Position" paragraph.
- Responsibilities: Essential Duties + Additional Duties.
- Qualifications: includes experience, knowledge, education, certification.
- Skills: communication, presentation, negotiation, interpersonal, leadership, personnel management.
- Benefits: all benefits described.
- Schedule: flexible schedule (9/80 or 5/8) with management approval.
We could combine Qualifications and Skills into one section "Qualifications and Skills" but instruction says prefer few substantive sections over many thin ones. So maybe we combine Qualifications and Skills into one section called "Qualifications". But we need to keep all details; we can list them as bullet points.
Alternatively, we could have sections: About the role, Responsibilities, Qualifications (including experience, education, certification, skills), Benefits, Schedule.
That's 5 sections.
We must not include Pay.
Now we need to output HTML fragment: use
for section headings, - for any list of duties/requirements/benefits, and
for prose.
We need to decide what is a list vs prose.
For About the role: we can have prose
containing the city commitment and position description.
For Responsibilities: we need a list; we can combine essential and additional duties into one list, or separate subheadings? But we cannot add extra headings beyond the allowed ones? We could still have
Responsibilities
then a with - items for each duty. That's fine.
For Qualifications: we can have a
with items: several years experience in complex public sector agency; significant knowledge of principles, procedures, laws and regulations relating to public sector procurement and warehousing including RFPs and contract formulation and administration; related Bachelors degree; certification by a national purchasing organization such as the Universal Public Purchasing Certification Council or the National Institute of Governmental Purchasers.
For Skills: we can have a with items: excellent communication, presentation, negotiation and interpersonal skills; highly developed leadership and personnel management skills.
But we could combine Qualifications and Skills into one list; but better to separate for clarity. However instruction: prefer a few substantive sections over many thin ones. Having both Qualifications and Skills sections may be considered thin? But they each have substantive content. Could combine into one section "Qualifications and Skills". Let's do that to reduce number of sections.
Thus sections: About the role, Responsibilities, Qualifications and Skills, Benefits, Schedule.
Now we need to ensure we don't lose any detail.
Let's craft About the role prose:
"The City of Santa Rosa is seeking a Purchasing Agent. The City is committed to building a workforce reflective of our community and establishing a lasting culture of equity and belonging. Our collective talents and expertise contribute to high-quality public services that support a vibrant, resilient, inclusive City for our community and visitors. We celebrate a diverse workforce and welcome all qualified candidates to apply. Under the direction of the Chief Financial Officer, the Purchasing Agent plans and manages the complete range of activities associated with City-wide procurement; centralized storage of supplies, materials, and equipment; and mail and courier services; and also plans and implements complex and sensitive purchases and contracts."
That captures all.
Now Responsibilities list: combine essential and additional duties.
We need to ensure we include each duty exactly as given, but we can rephrase slightly? Must preserve all substantive information; we can keep the same wording but as list items.
Let's list:
- Plan, organize, direct, and review the delivery of purchasing, central warehousing and mail/courier services to City departments;
- Develop, implement, and review the goals, objectives, policies, procedures, and priorities within the section;
- Supervise, train, evaluate and mentor subordinate staff;
- Review and approve major purchase requisitions in conformity with established procedures;
- Make or review major equipment purchases requiring formal bids;
- Supervise perpetual inventory control and records system;
- Prepare or review award recommendation staff reports for major purchases and make presentations to Council or Board of Public Utilities;
- Review and publicly open bids;
- Administer large, complex and sensitive service, supply and public works type contracts;
- Establish and interpret policies and procedures related to purchasing, central stores services and mail/courier services;
- Cooperate with other City officials to facilitate policy, procedural, and priority-related issues as they arise;
- Direct the coordination of purchasing, central services and warehouse operations with City departments, divisions and sections, and with outside agencies;
- Act as the City's Disadvantaged Business Enterprise Liaison Officer;
- Analyze bids and make recommendations on major purchases;
- Coordinate with other public agencies on cooperative purchasing programs;
- Prepare periodic reports;
- Meet with other City officials to develop specifications and provide assistance in the resolution of business problems;
- Oversee the sale, auction, or disposition of surplus or obsolete items;
- Maintain a procurement card.
We need to keep punctuation; each item ends with a semicolon in original; we can keep as is or change to period. It's okay.
Now Qualifications
for section headings, - for any list of duties/requirements/benefits, and
for prose.
We need to decide what is a list vs prose.
For About the role: we can have prose
containing the city commitment and position description.
For Responsibilities: we need a list; we can combine essential and additional duties into one list, or separate subheadings? But we cannot add extra headings beyond the allowed ones? We could still have
Responsibilities
then a with - items for each duty. That's fine.
For Qualifications: we can have a
with items: several years experience in complex public sector agency; significant knowledge of principles, procedures, laws and regulations relating to public sector procurement and warehousing including RFPs and contract formulation and administration; related Bachelors degree; certification by a national purchasing organization such as the Universal Public Purchasing Certification Council or the National Institute of Governmental Purchasers.
For Skills: we can have a with items: excellent communication, presentation, negotiation and interpersonal skills; highly developed leadership and personnel management skills.
But we could combine Qualifications and Skills into one list; but better to separate for clarity. However instruction: prefer a few substantive sections over many thin ones. Having both Qualifications and Skills sections may be considered thin? But they each have substantive content. Could combine into one section "Qualifications and Skills". Let's do that to reduce number of sections.
Thus sections: About the role, Responsibilities, Qualifications and Skills, Benefits, Schedule.
Now we need to ensure we don't lose any detail.
Let's craft About the role prose:
"The City of Santa Rosa is seeking a Purchasing Agent. The City is committed to building a workforce reflective of our community and establishing a lasting culture of equity and belonging. Our collective talents and expertise contribute to high-quality public services that support a vibrant, resilient, inclusive City for our community and visitors. We celebrate a diverse workforce and welcome all qualified candidates to apply. Under the direction of the Chief Financial Officer, the Purchasing Agent plans and manages the complete range of activities associated with City-wide procurement; centralized storage of supplies, materials, and equipment; and mail and courier services; and also plans and implements complex and sensitive purchases and contracts."
That captures all.
Now Responsibilities list: combine essential and additional duties.
We need to ensure we include each duty exactly as given, but we can rephrase slightly? Must preserve all substantive information; we can keep the same wording but as list items.
Let's list:
- Plan, organize, direct, and review the delivery of purchasing, central warehousing and mail/courier services to City departments;
- Develop, implement, and review the goals, objectives, policies, procedures, and priorities within the section;
- Supervise, train, evaluate and mentor subordinate staff;
- Review and approve major purchase requisitions in conformity with established procedures;
- Make or review major equipment purchases requiring formal bids;
- Supervise perpetual inventory control and records system;
- Prepare or review award recommendation staff reports for major purchases and make presentations to Council or Board of Public Utilities;
- Review and publicly open bids;
- Administer large, complex and sensitive service, supply and public works type contracts;
- Establish and interpret policies and procedures related to purchasing, central stores services and mail/courier services;
- Cooperate with other City officials to facilitate policy, procedural, and priority-related issues as they arise;
- Direct the coordination of purchasing, central services and warehouse operations with City departments, divisions and sections, and with outside agencies;
- Act as the City's Disadvantaged Business Enterprise Liaison Officer;
- Analyze bids and make recommendations on major purchases;
- Coordinate with other public agencies on cooperative purchasing programs;
- Prepare periodic reports;
- Meet with other City officials to develop specifications and provide assistance in the resolution of business problems;
- Oversee the sale, auction, or disposition of surplus or obsolete items;
- Maintain a procurement card.
We need to keep punctuation; each item ends with a semicolon in original; we can keep as is or change to period. It's okay.
Now Qualifications
for prose. We need to decide what is a list vs prose. For About the role: we can have prose
containing the city commitment and position description. For Responsibilities: we need a list; we can combine essential and additional duties into one list, or separate subheadings? But we cannot add extra headings beyond the allowed ones? We could still have
Responsibilities
then a- with
- items for each duty. That's fine.
For Qualifications: we can have a
- with items: several years experience in complex public sector agency; significant knowledge of principles, procedures, laws and regulations relating to public sector procurement and warehousing including RFPs and contract formulation and administration; related Bachelors degree; certification by a national purchasing organization such as the Universal Public Purchasing Certification Council or the National Institute of Governmental Purchasers.
For Skills: we can have a
- with items: excellent communication, presentation, negotiation and interpersonal skills; highly developed leadership and personnel management skills.
But we could combine Qualifications and Skills into one list; but better to separate for clarity. However instruction: prefer a few substantive sections over many thin ones. Having both Qualifications and Skills sections may be considered thin? But they each have substantive content. Could combine into one section "Qualifications and Skills". Let's do that to reduce number of sections.
Thus sections: About the role, Responsibilities, Qualifications and Skills, Benefits, Schedule.
Now we need to ensure we don't lose any detail.
Let's craft About the role prose:
"The City of Santa Rosa is seeking a Purchasing Agent. The City is committed to building a workforce reflective of our community and establishing a lasting culture of equity and belonging. Our collective talents and expertise contribute to high-quality public services that support a vibrant, resilient, inclusive City for our community and visitors. We celebrate a diverse workforce and welcome all qualified candidates to apply. Under the direction of the Chief Financial Officer, the Purchasing Agent plans and manages the complete range of activities associated with City-wide procurement; centralized storage of supplies, materials, and equipment; and mail and courier services; and also plans and implements complex and sensitive purchases and contracts."
That captures all.
Now Responsibilities list: combine essential and additional duties.
We need to ensure we include each duty exactly as given, but we can rephrase slightly? Must preserve all substantive information; we can keep the same wording but as list items.
Let's list:
- Plan, organize, direct, and review the delivery of purchasing, central warehousing and mail/courier services to City departments;
- Develop, implement, and review the goals, objectives, policies, procedures, and priorities within the section;
- Supervise, train, evaluate and mentor subordinate staff;
- Review and approve major purchase requisitions in conformity with established procedures;
- Make or review major equipment purchases requiring formal bids;
- Supervise perpetual inventory control and records system;
- Prepare or review award recommendation staff reports for major purchases and make presentations to Council or Board of Public Utilities;
- Review and publicly open bids;
- Administer large, complex and sensitive service, supply and public works type contracts;
- Establish and interpret policies and procedures related to purchasing, central stores services and mail/courier services;
- Cooperate with other City officials to facilitate policy, procedural, and priority-related issues as they arise;
- Direct the coordination of purchasing, central services and warehouse operations with City departments, divisions and sections, and with outside agencies;
- Act as the City's Disadvantaged Business Enterprise Liaison Officer;
- Analyze bids and make recommendations on major purchases;
- Coordinate with other public agencies on cooperative purchasing programs;
- Prepare periodic reports;
- Meet with other City officials to develop specifications and provide assistance in the resolution of business problems;
- Oversee the sale, auction, or disposition of surplus or obsolete items;
- Maintain a procurement card.
We need to keep punctuation; each item ends with a semicolon in original; we can keep as is or change to period. It's okay.
Now Qualifications