Purchasing Agent

About the role

Performs a variety of technical and general fiscal control duties as needed to expedite, monitor and coordinate the city purchasing and procurement activities in order to assure prudent expenditure of city funds.

Supervision

Supervision received: Works under the general supervision of the Administrative Services Director.
Supervision exercised: None.

Responsibilities

• Establish and maintain contact with vendors; negotiate, stay informed of new products, develop new sources of supply, and evaluate vendor performance.
• Receive and review purchase requisitions; secure proper approvals, verify accuracy and quality standards, evaluate quantity appropriateness, examine pricing methods, and determine solicitation procedures (telephone, written quote, or formal bidding).
• Confere with department personnel regarding purchasing needs, specifications, quality, quantities, and delivery requirements; conduct coordinating meetings between city personnel and prospective suppliers; expedite orders as needed.
• Verify availability of funds in the current fiscal year budget; ensure proper use of codes and line‑item numbers; confirm appropriate suppliers are utilized; recommend product or supplier substitutions to save cost or improve delivery.
• Develop business relationships with suppliers and vendors; negotiate acceptable pricing; award contracts based on bids or pricing information within policy, practice, and precedent; review bid proposals and negotiate contracts within budgetary limits and authority.
• Prepare, process, and file purchase orders and recurring invoices; maintain files and records to comply with procurement principles, standards, and statutes.
• Maintain electronic supplier lists; add or delete suppliers and assign supplier file or code numbers.
• Participate in developing contract requirements and specifications for architect/engineering services and other complex research projects.
• Resolve problems related to over‑shipments, deliveries, shortages, or changes; prepare correspondence to obtain resolution; communicate policy and procedure changes.
• Maintain a file of catalogs, price lists, and related reference materials for departmental use; assist with product research.
• Train new employees and other personnel in policies and procedures affecting ordering of supplies, equipment, or other materials.
• Pick up, receive, and store stock; oversee requisitioning and distribution of supplies, equipment, materials, and forms.
• Coordinate annual physical inventory and ensure the physical count matches actual records; confer with independent auditor for the annual inventory audit.
• Receive and review all sealed bids for materials, supplies, vehicles, and services; make recommendations to Department Heads, City Administrator, and City Council on award of contracts; administer contracts resulting from the formal bid process.
• Prepare, or assist in preparing, invitations for bids (IFBs) and requests for proposals (RFPs) in a timely manner and in compliance with city policies and ordinances.
• Attend and participate in professional group meetings; stay abreast of new trends and innovations in purchasing.
• Encourage standardization of similar equipment, materials, and services used by various city departments.
• Perform related duties as required.

Minimum Qualifications

• Graduation from college with an associate degree in business, purchasing, or a related field AND two (2) years of progressively responsible experience performing related duties as described above, or an equivalent combination of education and experience.

Required Knowledge, Skills and Abilities

• Working knowledge of purchasing processes and procedures; principles of effective and efficient procurement; cost analysis procedures; market pricing and cost control methods; state purchasing regulations.
• Familiarity with personal computer operation and database‑management software; proficiency with spreadsheet and word‑processing applications.
• Some knowledge of interpersonal communication techniques.
• Skill in creative and cooperative problem solving.
• Ability to operate standard office machines, perform routine record‑keeping functions, exercise initiative and independent judgment, and react resourcefully under varying conditions.
• Effective verbal and written communication skills; ability to establish and maintain effective working relationships with elected officials, appointed department heads, vendors, co‑workers, and the public.

Special Qualifications

• May be required to become a Certified Professional Public Buyer (CPPB) and Certified Public Procurement Officer (CPPO).

Work Environment

The incumbent works in a typical office setting with appropriate climate controls. Tasks require a variety of physical activities, including walking, standing, stooping, sitting, and reaching, with occasional muscular strain from lifting objects. Continuous talking, hearing, and seeing are required, as is common eye, hand, and finger dexterity. The role demands memory for details, verbal instruction comprehension, emotional stability, discriminating thinking, and creative problem solving. Frequent travel between vendor and city locations may be required.