Position: Purchasing Agent
Department: Finance Salary: $5,705.23 - $7,606.98 per month
4000 Series: Exempt – Not Overtime Eligible
Under supervision, the Purchasing Agent plans, organizes, directs, and supervises purchasing and procurement operations within the Finance Department; and performs a variety of technical tasks relative to assigned area of responsibility.
Duties may include, but are not limited to, the following:
· Recommend and assist in the implementation of goals and objectives; establish schedules and methods for purchasing and procurement operations; implement policies and procedures.
· Plan, prioritize, assign, supervise, and review the work of staff involved in purchasing and procurement.
· Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities.
· Participate in budget preparation and administration for purchasing operations; prepare cost estimates for budget recommendations; submit justifications for staff, supplies, and equipment; monitor and control expenditure.
· Coordinate with and support City departments in preparation of budget estimates for supplies, equipment, and services, including anticipated pricing and product availability issues.
· Prepare, negotiate, and administer a variety of contracts; prepare and/or assist in preparing bid specifications; review all purchase requisitions or orders relative to approvals and compliance with purchasing policies, practices, and regulations.
· Develop, update, and implement the City’s Purchasing Plan; ensure the Plan addresses value-added procurement, cost savings, cost avoidance, and inflation offsets and strategies.
· Develop, update, and implement the City’s Purchasing Training Program; ensure all City staff are versed in the basics of public purchasing and procurement as it relates to their job duties. Ensure all new staff receives onboarding training. Track and manage violations of purchasing policy, make recommendations for correction.
· Develop, update, and implement a Contract Performance Management program, to include annual evaluations, and provide performance management guidance to Departments who manage multi-year contracts.
· Administer the City’s fixed asset program, including transfer/disposal of surplus, salvage, and/or obsolete equipment.
· Oversee and administer the City’s participation in the statewide CalCard program.
· Answer questions and provide information to the public; investigate complaints and recommend corrective action as necessary to resolve complaints; represent the department and city in relations with vendors and public agencies.
· Participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures
· Perform related duties as required.
· Four (4) years of increasingly responsible experience in public purchasing and procurement, including one (1) year of lead responsibility experience is highly desirable.
· A Bachelor's Degree with major work in business administration, public administration, business law, commerce, economics, or a related field, preferred. A mix of education and experience will be considered.
· Certification as a purchasing professional, for example as issued by the Institute for Supply Management, the National Association of Purchasing Management, or the National Institute of Governmental Purchasers, is highly desirable.
· Knowledge of principles and practices of purchasing and procurement, including contract development, negotiation, and administration.
· Knowledge of equipment, tools, and materials used in purchasing and procurement.
· Knowledge of principles of supervision, training and performance evaluations, budget preparation and monitoring, and safety management.
· Knowledge of pertinent local, State, and Federal laws, ordinances, and rules.
· Ability to organize, implement, and direct purchasing and procurement operations/activities.
· Ability to continuously, know, and understand all aspects of the job and stay current with developments in the purchasing field.
· Ability to intermittently analyze work papers, reports, and special projects.
· Ability to identify and interpret technical and numerical information; observe and problem solve operational and technical policy and procedures.
· Ability to interpret and explain pertinent purchasing and department policies and procedures and revise/update as necessary.
· Ability to assist in the development and monitoring of an assigned budget; develop and recommend policies and procedures related to assigned operations.
· Ability to perform the essential functions of the position; establish and maintain effective and cooperative working relationships within the City, with other municipal officials, and with the public.
· Ability to communicate clearly and concisely, both orally and in writing, and make effective public presentations.
· Ability to work independently under pressure; proactive thinker/self-starter, resourceful.
· Ability to interpret and carry out a variety of instructions furnished in written, oral, diagram, or schedule form.
· Possess excellent interpersonal communication skills both verbal and written.
· Advanced skill in Microsoft Word, Excel, Access, Outlook, and PowerPoint; proficiency in common office equipment, i.e. printer, scanner, copier, and fax machine.
Working Conditions/Physical Requirements:
· Work is performed in a standard office environment and the field with extensive public contact and frequent interruptions. May be required to work under adverse conditions such as in traffic, around heavy construction equipment, and in inclement weather, including environments that are hot, cold, or damp with exposure to noises, vibrations, odors or dust.
· Primary functions require sufficient physical ability and mobility to work in an office and field setting:
o To stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight
(up to 25lbs); to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard, and to verbally communicate to
· Vision requirements:
o See in the normal visual range with or without correction.
o Hear in the normal audio range with or without correction.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.