The Purchasing Agent is responsible for developing and administering procurement related activities in alignment with the business objectives of the organization and in compliance with all regulatory mandates. This individual will build and maintain relationships with both internal teams and external vendors to sustain efficient and transparent procurement and purchasing processes while ensuring integrity of the organization. This position will also be tasked with managing inventory including and not limited to developing policy and procedures in regulatory compliance.
Perform procurement and purchasing tasks to acquire materials, components, supplies, equipment, and services at the most favorable cost and terms consistent with standards of quality and management schedules.
Coordinate and manage purchasing RFPs; RFIs; and RFQs.
Determine method of procurement, such as direct purchase or bid. Evaluates order and bid documentation (e.g. requisitions, change orders, bids, etc.) for the purpose of ensuring proper use of district funds in the acquisition of supplies, equipment and/or services.
Administer bidding process and contracts for vendor performance/compliance within established limits (e.g. prepare specifications, evaluate bids, recommend vendors, conduct bid meetings, etc.) for the purpose of securing items and/or services within budget, within scope of authority, and in compliance with regulatory requirements.
Prepare purchase orders by verifying specifications and price; obtaining recommendations from suppliers for substitute items when required; obtaining approval from requisitioning department.
Provide purchasing, planning and control information by collecting, analyzing and summarizing data and trends.
Resolve purchasing problems with vendors, suppliers, and programs, including defective or unacceptable goods or services with inspection or quality control personnel, users, vendors, and others to determine source of trouble and take corrective action.
Track vendor compliance documentation and assist with vendor audits.
Maintain procurement records, such as items or services purchased, costs, delivery, product quality or performance, and inventories.
Establish inventory guidelines and maintain accurate inventory counts.
Maintain and update inventory management system, including timely and accurate reporting.
Coordinate the disposal of obsolete materials and equipment.
Develop, implement, maintain and manage agency’s fleet vehicles.
Develop, communicate, and implement purchasing policies and procedures.
Develop policies for offsite storage facilities and maintain records of the contents at these facilities, in accordance to record retention guidelines.
All other duties as assigned.
Bachelor’s degree in Business or related field.
Proficiency in Microsoft Office. Strong emphasis in Excel.
Solid management of material resources.
Experience with automated procurement systems and inventory software.
Three to five years of procurement experience.
Technical knowledge and capacity.
Must have the ability to work well with all levels of the organization.
Analytical and problem solving skills.
Excellent verbal and written communication skills.
Must have the ability to manage multiple projects.