Purchasing Agent

Summary of Job Duties and Responsibilities

• Determine correct source based on factors such as price, quality, need, and any other pertinent data.
• Establish responsive, productive, and ethical relationships with university departments, state agencies, professional trade organizations, and vendors.
• Maintain or gain access to regulatory information.
• Participate in professional development activities, membership in professional organizations, attendance at seminars and workshops.
• Educate University departments on appropriate procurement procedures and policies.
• Contractual Agreements:
  • Bids, Request for Proposals and Quotations: Responsible for determining requirements, defining and writing specifications, conduct competitive negotiations with responsive bidders, and preside over evaluation committee. Properly award contracts based on evaluation criteria and specifications.
  • Requisitions: Determine appropriate purchasing action – bid, quote, price contract, direct purchase. Ensure delegated authority has not been exceeded, appropriate account manager has approved specific account number, and applicable price contract information is recorded. Review computer generated requisitions for clarity, correctness, completeness, and compliance with Kentucky statutes and University rules and policies. Communicate with appropriate departments to clarify requests, add needed information, or research and obtain appropriate supporting documentation for the purchase.
  • Purchase Orders: Have purchase orders properly and accurately prepared from the following base documents: Regulations, Price Contracts, Bids, quotations and request for proposals. Serve as backup in resolution of purchase order payment.
  • Maintenance, License and Lease/Purchase Agreements: Responsible for providing all applicable information for establishing these agreements. Ensure base documents are accurate, bid process, existing contracts, etc. Assist in resolution of continual problems. Serve as backup with the development, review, revision and maintenance of purchasing forms, templates, and related procurement documents to ensure compliance with University policies. Serve as backup in establishing special service and personal service contracts.