Purchasing/Procurement Agent

Job Title: Purchasing/Procurement Agent

Department: Finance

Reports To: Finance Director

FLSA Status: Non-Exempt

Employment Status: Full-Time

Base Salary: $40,616 annually

Position Summary:

The Purchasing/Procurement Agent is responsible for acquiring goods and services for the City of Madison in accordance with all applicable federal, state, and local laws and the City's procurement policies. The role ensures timely, cost-effective, and ethical procurement practices that support the operational needs of all City departments.

Essential Duties and Responsibilities:

·         Source vendors and negotiate the best value for goods, equipment, and services.

·         Prepare and issue purchase orders, bid solicitations, and requests for proposals (RFPs).

·         Review department requisitions for compliance with City procurement policies and budget availability.

·         Coordinate and facilitate formal and informal bid processes.

·         Maintain vendor records, contracts, pricing agreements, and procurement documentation.

·         Evaluate vendor performance and compliance with contract terms.

·         Follows up with vendors on delinquent deliveries, defective shipments or other discrepancies.

·         Administers certain City-wide contracts (cell phones, building maintenance, pest control, etc.).

·         Prepare contracts from bid awards, manage expirations, renewals, and change orders to contracts.

·         Examine all piggyback agreements and national cooperative agreements.

·         Perform fiscal year-end closeouts.

·         Coordinate with accounts payable to resolve invoice problems.

·         Coordinates purchasing card activities including reconciling statements, verifying account coding, and reviewing justification for purchases.

 

·         Collaborate with departments to project purchasing needs and plan ahead for budgetary cycles.

·         Track and monitor citywide inventory levels and coordinate replenishments.

·         Investigate and resolve procurement discrepancies, invoice issues, or vendor disputes.

·         Ensure adherence to the City’s financial and ethical standards and procurement regulations.

Required Knowledge, Skills, and Abilities:

·         Working knowledge of municipal procurement procedures, including Georgia purchasing laws and GMA guidance.

·         Proficiency in Microsoft Office Suite and financial systems (experience with municipal accounting software preferred).

·         Excellent attention to detail, analytical thinking, and organizational skills.

·         Strong verbal and written communication skills.

·         Ability to prioritize tasks, manage competing deadlines, and maintain confidentiality.

·         Ability to build and maintain cooperative relationships with vendors and department staff.

Minimum Qualifications:

·         Associate’s degree in Business Administration, Finance, Public Administration, or a related field is required. A Bachelor’s degree is preferred but not required.

·         At least two (2) years of purchasing or procurement experience. (Municipal or government experience strongly preferred.)

Working Conditions:

·         Work is performed in a standard office environment.

·         Occasional lifting of files, equipment, or supplies (up to 25 pounds).

·         Local travel may be required to meet vendors or attend procurement-related training.