|Job Title: Purchasing Agent
Department: Purchasing Salary: $42,000 - $50,000 (based on experience)
Days/Times: Full-time, 40 hours per week
Closing Date: Open Until Filled
Interested and qualified persons can access the City of Carrollton Employment Application from the website, or at City Hall, 315 Bradley Street, Carrollton, GA 30117, (770) 830-2000. Completed applications will need to be returned to the Human Resources Department at City Hall.
Department Contact Name: Faith Pullen
Contact Number & Email: firstname.lastname@example.org
* Please note that successful candidates for employment must pass a background check and drug screening prior to employment.
GENERAL STATEMENT OF JOB
The Purchasing Agent will provide administrative and coordination work to procure goods and services and administrate procurement contracts and buying agreements for the City of Carrollton.
MINIMUM TRAINING AND QUALIFICATIONS
Associate’s Degree preferred; supplemented by three to five years experience in government purchasing; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills and abilities for this position. Certified Professional Public Buyer or completion of the Purchasing course through the National Institute of Governmental Purchasing is preferred. Knowledge of Incode software program is preferred.
SPECIFIC DUTIES AND RESPONSIBILITIES
ESSENTIAL JOB FUNCTIONS
Administers procurement contracts and buying agreements for a wide range of commodities and services; prepares and maintains contract files; monitors vendor performance; ensures commodities and services meet contract specifications; prepares and maintains contract documents; prepares and maintains contract spreadsheets and database files; maintains a contract calendar of upcoming contracts, scheduled contract solicitations, and expiring contracts; and creates and mails cancellation letters of expired contracts.
Receives and reviews purchasing requests from City departments which involve contracts and/or purchase agreements; verifies and/or obtains authorizations needed to process request; meets with user department to define needs; determines most appropriate procurement method for competitive solicitation; and assigns bid/RFP numbers and/or purchase order numbers; and enters data into the automated procurement system.
Develops a variety of procurement documents, including purchase orders, solicitation requests, Requests for Proposals (RFP), and invitations for bids, and specifications; and works with user departments to develop and clarify specifications for requested goods, materials and services
Coordinates and processes procurements which do not require formal sealed bid process; reviews requisitions; prepares specifications; researches and obtains price quotes for assigned commodities; verifies that commodities conform to specifications; determines the least costly, most responsive and responsible vendor/source; and places orders for items and issues purchase order numbers.
Ensures that all assigned procurement activities comply with applicable City, State and Federal policies, procedures, regulations, standards, and ordinances.
Serves as a liaison between vendors and user departments: confers with user department regarding ordered materials, equipment and supplies; ensures commodities and services conform to specifications; resolves disputes and problems arising from delivered products or services, vendor performance, or billing or shipping issues; assists accounts payable staff with researching and resolving billing issues as needed.
Operates a personal computer to enter, retrieve, review or modify data, utilizing Microsoft Word, Microsoft Works, Excel, Incode, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
ADDITIONAL JOB FUNCTIONS
Performs administrative duties in support of assigned responsibilities at the discretion of the Human Resources Director.
Performs other related duties as required.