Purchasing Agent

Responsibilities/Pay Grade

RESPONSIBILITIES/PAY GRADE

JOB SUMMARY: PG H105

This entry-level position purchases a variety of materials, supplies, equipment, and contractual services for use by ECUA departments. May serve in an advisory capacity and has the authority to independently perform a wide range of technical purchasing duties.

ESSENTIAL JOB FUNCTIONS:

Analyzes purchase requisitions and requests to determine the types of materials, supplies, equipment, or services required and ensures that such requests are complete and that proper authorization has been obtained.

Confers with the requesting department to ensure that order parameters are understood and to provide information regarding products, supplies, delivery, and pricing.

Obtains verbal or written price quotations, and participates in the tabulation and analysis of bids to determine lowest and best bidder and issues purchase orders accordingly.

Compiles data to determine feasibility of procuring products and establishes price objectives and trends within budgetary limitations.

Makes stocking recommendations to the Warehouse Supervisor to include changes to the high limit and low limit quantities based on frequencies and lead time of stock equipment.

Acts as the division's back-up administrative assistant for ECUA wide Purchasing Card Administration to include ordering new cards, adjusting credit limits, and receiving, sorting and mailing monthly purchasing card statements to the appropriate ECUA departments.

Organizes and compiles data for the preparation of reports concerning costs, quality and quantity, standardization, value analysis, and price trends.

Interviews salespersons, visits manufacturers and vendors, attends demonstrations, and obtains samples and literature from potential suppliers; obtains comparative data regarding price, quality, quantity, availability, and delivery of materials, equipment, and supplies; recommends sources of supplies.

Places orders with vendors, negotiates changes to purchase terms as required.

Resolves purchase order, invoicing, and delivery complaints and problems; follows-up and authorizes modifications to ensure that materials and supplies are received of an appropriate quality and quantity in a timely manner.

May attend bid openings to act as official bid tabulation recorder.

Contributes to the overall quality of the department's service provision by developing and coordinating work teams and by reviewing, recommending, and implementing improved policies and procedures.

May be involved in annual fixed asset inventory processes.

May be responsible for surplus inventory procurement and tracking.

All other duties as assigned.

Minimum Qualifications

Associate degree from an accredited college or university with major course work in marketing, business administration, or a related field. (Educational documentation will be requested upon offer of employment.)

One year previous job-related experience.

Any combination of education, training, and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Licenses and Certifications:

Possession of or ability to obtain a valid Operator's License upon offer of employment.

Employment offers to all new hires are contingent upon the job candidates successfully passing background, motor vehicle and reference checks, drug screening, and post job offer physicals (that may include pulmonary testing). All applicants are subject to physical assessments as required by job.

Physical Requirements/Working Environment

While performing the essential functions of this job the employee is regularly required to work in a typical office setting, use standard office equipment, drive a motor vehicle in order to visit vendor's and manufacturer's showrooms and county/school district work sites, read printed material and a computer screen, and communicate in person or over the telephone.

Working Conditions:

The incumbent's working conditions are typically moderately quiet.

Knowledge, Skills, and Abilities/Supplemental Information

MATERIAL AND EQUIPMENT USED:

Standard Office Equipment

Computer and Peripheral Equipment

Calculator

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Principles and practices of public purchasing, including competitive bidding practices.

Formal bid preparation and analysis of bid documents.

Standard vendor, price, and purchasing reference sources for materials, equipment, and supplies.

Basic principles and practices of contract administration.

Applicable rules, codes, and regulations.

Computer applications related to the work, such as Micrsoft Excel and Word.

Basic budgetary practices and terminology.

Skill in:

Reading and interpreting purchase requests, specifications, and other written materials.

Making accurate mathematical calculations.

Maintaining accurate office files.

Preparing clear and concise reports, correspondence, and other written materials.

Analyzing, interpreting, and applying complex regulations, procedures, specifications, and purchasing documents.

Buying effectively with regard to quality, quantity, and price.

Contributing effectively to the accomplishment of team or work unit goals, objectives, and activities.

Using initiative and independent judgment within established procedural guidelines.

Establishing and maintaining effective working relationships with those contacted in the course of work.

Using AS 400 operating system.

Abilities:

Compute ratios and percentages.

Interpret a variety of instructions, both oral and written.

Knowledge of and ability to work with Microsoft Office Suite.