JOB DESCRIPTION

 

 

JOB TITLE:  Assistant Purchasing Agent

 

MAINTENANCE REVIEW DATE:  February 1996

 

JOB OBJECTIVE:  To provide formal and informal purchasing services for equipment, supplies and services.

 

ACCOUNTABILITY:  Receives general direction from the Purchasing Agent.

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Evaluates items to be purchased and approves or makes necessary changes to the specifications stated on purchase requisitions/transmittals; verifies compliance with State and Federal laws and City ordinances.

 

2.         Reviews purchase orders and invoices to verify amounts charged and to ensure the information needed by Accounting is accurate; explains City purchasing policies and procedures to other City employees and vendors as required.

 

3.         Compiles formal bid packages, including the conditions of bidding specifications, vendor list choices, and any special instructions necessary to meet legal requirements; opens formal bids publicly and determines the lowest bidder meeting bid specifications.

 

4.         Maintains records of City surplus property; stores and transfers surplus property to the proper accounts and provides assistance in auctioning surplus equipment and supplies.

 

5.         Maintains the computerized LGFS vendor and vendor commodity listings as required by law and assigns LGFS vendor numbers; determines vendor status, and prepares federal 1099 forms for miscellaneous vendor contract employees.

 

6.         Approves special purchases and selects vendors based on market knowledge for amounts up to $5,000; approves purchases up to $10,000 in the absence of the Purchasing Agent.

 

7.         Serves as backup to the Purchasing Agent in his absence.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Researches past usage of merchandise to estimate the amount that will be purchased on current annual purchase orders; notifies departments of annual purchase orders which are expiring and must be re-bid.

 

2.         Contacts vendors to obtain informal telephone or written quotes for purchases; contacts new vendors to determine interest in making competitive bids, determining the types of goods and/or services offered.

 

3.         Maintains a petty cash fund; reviews receipts to ensure proper information is submitted and reimburses petty cash.

JOB TITLE:  Assistant Purchasing Agent

JOB DESCRIPTION - CONTINUED

 

 

4.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:

 

Provides general supervision to personnel assigned by the Purchasing Agent on a project basis.

 

JOB SPECIFICATION

ASSISTANT PURCHASING AGENT

 

 

GENERAL STATEMENT OF DUTIES:  Performs work of average difficulty in providing formal and informal purchasing services for equipment, supplies, and services.

 

MAINTENANCE REVIEW DATE:  February 1996

 

EXAMPLES OF WORK:  (Illustrative)

 

Evaluates items to be purchased and approves or makes necessary changes to the specifications stated on purchase requisitions/transmittals; verifies compliance with State and Federal laws and City ordinances.

 

Reviews purchase orders and invoices to verify amounts charged and to ensure the information needed by Accounting is accurate; explains City purchasing policies and procedures to other City employees and vendors as required.

 

Compiles formal bid packages, including the conditions of bidding specifications, vendor list choices, and any special instructions necessary to meet legal requirements; opens formal bids publicly and determines the lowest bidder meeting bid specifications.

 

Researches past usage of merchandise to estimate the amount that will be purchased on current annual purchase orders; notifies departments of annual purchase orders which are expiring and must be re-bid.

 

Maintains the computerized LGFS vendor and vendor commodity listings as required by law and assigns LGFS vendor numbers; determines vendor status, and prepares federal 1099 forms for miscellaneous vendor contract employees.

 

Contacts vendors to obtain informal telephone or written quotes for purchases; contacts new vendors to determine interest in making competitive bids, determining the types of goods and/or services offered.

 

Approves special purchases and selects vendors based on market knowledge for amounts up to $5,000; approves purchases up to $10,000 in the absence of the Purchasing Agent.

 

Maintains records of City surplus property; stores and transfers surplus property to the proper accounts and provides assistance in auctioning surplus equipment and supplies.

 

Serves as backup to the Purchasing Agent in his absence.

 

Maintains a petty cash fund; reviews receipts to ensure proper information is submitted and reimburses petty cash as necessary.

 

Performs other related duties as required.

 

JOB TITLE:  Assistant Purchasing Agent

JOB SPECIFICATION - CONTINUED

 

 

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

 

Considerable knowledge of purchasing practices.

 

Considerable knowledge of legal requirements for purchasing.

 

Considerable knowledge of markets, market prices, and availability of products.

 

Considerable knowledge of business contracts.

 

Some knowledge of the utilization of computerized inventory control systems.

 

Some knowledge of accounting principles and property control.

 

Skill in the use of a computer terminal.

 

Skill in the use of a ten-key calculator.

 

Ability to maintain complex record keeping systems.

 

Ability to perform mathematical calculations.

 

Ability to acquire all necessary information pertinent to the purchase and delivery of materials, supplies, and equipment.

 

Ability to evaluate and assess purchasing specifications to ensure quality, timely delivery and effectiveness of products.

 

Ability to prepare numerical reports.

 

Ability to identify necessary changes in computer applications.

 

Ability to communicate effectively, both orally and in writing.

 

ACCEPTABLE EXPERIENCE AND TRAINING:

 

Completion of a Bachelor’s degree in Business Administration, Accounting, Marketing, or a related field; at least two (2) years experience in purchasing or a related area; at least two (2) years of experience in municipal government; OR any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

 

JOB TITLE:  Assistant Purchasing Agent

JOB SPECIFICATION - CONTINUED

 

 

PHYSICAL REQUIREMENTS:  The physical demands marked below are representative of those that will be required to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

                                                                            YES                                                                            NO

Lifting (lbs.)	10
Carrying (lbs.)	10
Stooping, Bending	ü
Kneeling, Squatting	ü
Walking	ü
Standing	ü
Sitting	ü
Climbing, Balancing (e.g., climbing and working from ladder)		ü
Use of Hands to Finger, Handle, or Feel	ü
Physical Coordination (sequential or simultaneous use of hands, arms, feet, and legs)		ü
Eye-Hand Coordination		ü
Close Vision (clear vision at 20" or less)	ü
Distance Vision (clear vision at 20' or more)		ü
Color Vision (ability to identify and distinguish colors)		ü
Depth Perception (ability to judge distance spatial relationships)		ü
Hearing		ü

 

WORK ENVIRONMENT:

 

The environmental conditions marked below are common to this job:

 

                                                                            YES                                                                            NO

Outdoor Weather Conditions		ü
Wet, Humid Conditions (non-weather)		ü
Work Near Moving Mechanical Parts		ü
Work in High, Precarious Places		ü
Fumes or Dust		ü
Toxic or Caustic Chemicals		ü
Extreme Heat (non-weather over 90º F.)		ü
Low Noise (e.g., business office)	ü
Moderate Noise (e.g., light motorized equipment such as lawn mowers)		ü
Loud Noise (e.g., jackhammer, heavy motorized equipment)		ü