JOB DESCRIPTION

 

 

JOB TITLE:  Purchasing Agent

 

MAINTENANCE REVIEW DATE:  December 1999

 

ORG/POS #:  1130/1408

 

JOB OBJECTIVE:  To supervise the Purchasing and Printing Services Divisions of Finance and to provide technical information and assistance to City departments for the purchasing of supplies, materials, and equipment in accordance with appropriate laws, ordinances, and budget constraints.

 

ACCOUNTABILITY:  Receives general direction from the Director of Finance.

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Reviews purchase requisitions to determine the purchase or bid requirement based on the appropriate cost of items requested.

 

2.         Contacts potential vendors to obtain price quotations on items to be purchased; issues invitation to bid for major purchases as required by State law and/or City ordinance.

 

3.         Prepares or directs preparation of bid specifications for items to be purchased by competitive bids; prepares bid specifications for proposed construction projects.

 

4.         Reviews price quotations and bids to determine the successful bidder based on cost and conformance with the specifications.

 

5.         Directs the disposal or reassignment of surplus equipment and supplies, including selecting an auctioneer, setting a sale date, and publishing required legal advertisements; reviews proposed sale of surplus items to ensure the proposed price reflects a fair market price.

 

6.         Provides technical information and assistance to Purchasing and Printing Services Division personnel and employees of other City departments regarding purchasing procedures, development of bid specifications, purchasing laws and ordinances, and approximate cost of items requested.

 

7.         Develops and presents recommendations for the purchase of large ticket items to the City Manager and City Board of Directors for approval.

 

8.         Determines the types of materials or services to be excluded from regular purchasing processes due to emergency situations, sole source conditions, or special exemptions based on the specific needs of City departments.

 

9.         Assigns and reviews the work activities of Purchasing and Printing Services Division staff, including the preparation of purchasing and fixed asset documents.

 

10.       Determines which employees qualify as contract employees and prepares annual 1099 MISC forms and related IRS reports to report their income.

 

JOB TITLE:  Purchasing Agent

JOB DESCRIPTION - CONTINUED

 

 

11.       Monitors purchase requisitions for purchases which result in the capitalization of a fixed asset; provides fixed asset information to the Assistant Purchasing Agent for entry into the computer system.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Estimates the cost of materials, supplies, equipment, or services to determine the purchasing method required; provides cost estimates to department directors for use in developing annual budget figures.

 

2.         Monitors all entries made into the LGFS computer system by Purchasing Division employees for compliance with procedures.

 

3.         Recommends changes in purchasing and record keeping procedures to the Director of Finance.

 

4.         Maintains files of information on purchases, bids, and any unusual purchasing requirements.

 

5.         Selects and provides required training for Purchasing and Printing Services Division personnel.

 

6.         Prepares tentative annual budget figures for the Purchasing and Printing Services Divisions.

 

7.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:

 

Provides general direction to the Assistant Purchasing Agent and Printing Services Supervisor; provides general supervision to the Purchasing Assistant and the Office Assistant II (Purchasing).

JOB SPECIFICATION

PURCHASING AGENT

 

 

GENERAL STATEMENT OF DUTIES:  Performs administrative and technical work of considerable difficulty in directing the activities of the Purchasing and Printing Services Divisions and providing technical information and assistance to City departments for the purchasing of supplies, materials, and equipment in accordance with appropriate laws, ordinances, and budget constraints.

 

MAINTENANCE REVIEW DATE: December 1999

 

EXAMPLES OF WORK:  (Illustrative)

 

Reviews purchase requisitions to determine the purchase or bid requirement based on the appropriate cost of items requested.

 

Contacts potential vendors to obtain price quotations on items to be purchased; issues invitation to bid for major purchases as required by State law and/or City ordinance.

 

Prepares or directs preparation of bid specifications for items to be purchased by competitive bids; prepares bid specifications for proposed construction projects.

 

Reviews price quotations and bids to determine the successful bidder based on cost and conformance with the specifications.

 

Directs the disposal or reassignment of surplus equipment and supplies, including selecting an auctioneer, setting a sale date, and publishing required legal advertisements; reviews proposed sale of surplus items to ensure the proposed price reflects a fair market price.

 

Provides technical information and assistance to Purchasing and Printing Services Division personnel and employees of other City departments regarding purchasing procedures, development of bid specifications, purchasing laws and ordinances, and approximate cost of items requested.

 

Develops and presents recommendations for the purchase of large ticket items to the City Manager and City Board of Directors for approval.

 

Determines the types of materials or services to be excluded from regular purchasing processes due to emergency situations, sole source conditions, or special exemptions based on the specific needs of City departments.

 

Assigns and reviews the work activities of Purchasing and Printing Services Division staff, including the preparation of purchasing and fixed asset documents.

 

Determines which employees qualify as contract employees and prepares annual 1099 MISC forms and related IRS reports to report their income.

 

Monitors purchase requisitions for purchases which result in the capitalization of a fixed asset; provides fixed asset information to the Assistant Purchasing Agent for entry into the computer system.

JOB TITLE:  Purchasing Agent

JOB SPECIFICATION - CONTINUED

 

 

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

 

Comprehensive knowledge of the principles and practices of purchasing and property control.

 

Comprehensive knowledge of applicable federal, state, and local purchasing, sales tax and related laws and ordinances.

 

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

 

Comprehensive knowledge of business contracts.

 

Considerable knowledge of the budget process.

 

Some knowledge of computerized inventory control systems.

 

Some knowledge of accounting principles.

 

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

 

Ability to identify purchases which will result in the capitalization of a fixed asset.

 

Ability to develop bid specifications for items to be purchased.

 

Ability to accurately estimate the cost of items to be purchased.

 

Ability to perform mathematical calculations rapidly and accurately.

 

Ability to maintain complex record keeping systems.

 

Ability to assign and review the work activities of assigned personnel.

 

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 area; at least four (4) years of experience in purchasing management or a related area; at least two (2) years of supervisory experience; OR any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

JOB TITLE:  Purchasing Agent

JOB DESCRIPTION - 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.)		ü
Carrying (lbs.)		ü
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