Purchasing Agent

Full job description

Assistant County Auditor I

SUMMARY

The Purchasing Agent performs professional purchasing, supervisory and administrative work directing the county’s purchasing program. Work primarily involves developing and implementing policies and procedures for negotiating and entering into contracts to procure commodities and services, and developing forecasts of county needs and cost-effective strategies for meeting defined needs. Employee is responsible for managing contracts & analyzing cost requirements of ongoing projects or programs and researching availability of supplies, materials, equipment and services to determine trends of prices and sources of rates favorable to the county. Employee is also responsible for preparing, reviewing, and evaluating all bid specifications and reviewing bid replies and proposals, and for making final recommendations for purchases to the Commissioners Court. Work also involves coordinating annual inventory, surplus property auctions and disposal programs, and directly supervising staff.

SUPERVISION RECEIVED

Reports to County Auditor for general administrative direction.

SUPERVISION EXERCISED

None

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Researches and composes formal bid specifications for all County, State funded and Grant funded Departments; insures bid specification accuracy and submits to the Commissioners’ Court; develops and evaluates highly technical bid specifications; consults with elected and/or appointed officials to insure specifications meet department needs; confers with potential vendors about bid specifications; monitors purchases for all County Departments for compliance with the Texas Local Government Code; refers all discrepancies to the law to the County Attorney’s office for investigation and legal opinions.
• Verifies all necessary insurance requirements before recommending contract awards; consolidates smaller purchases by individual departments into larger/more economical purchases; manages the Sole Source, Emergency Purchases, and Exemptions process and presents to the Commissioners’ Court for approval.
• Opens and presents formal bid specifications for approval of Commissioners’ Court; makes award recommendations and executes same after approval; supervises and conducts bid conferences; analyzes bids and negotiates best/final offers derived from Request for Proposals [RFP’s]; attends and presents information at yearly Budget Hearings; makes recommendations regarding departmental requests; prepares price analysis.
• Manages the informal bid purchases; insures that bid specifications comply with all applicable policies/state laws; reviews daily purchases; monitors non-contract purchases to ensure compliance with various rules/regulations; develops procedures, establishes priorities, and monitors all work assignments; implements procedures to require requisitions/authorization of goods and services purchases.
• Consults and meets with elected and appointed officials and/or their assistants to assist them with purchasing needs, evaluation of bids, and explanation of purchasing policies/procedures.
• Monitors and authorizes purchases of the County Departments; reviews monthly budget expense reports.
• Observes the regulations of Texas Local Government Code 262.024 governing purchasing activities; develops advantageous purchasing sources and formal bid specifications for all County departments; supervises the sale of unclaimed personal property and surplus County property; presents a yearly inventory report of all County personal property to the County Auditor.

LIMITATIONS AND DISCLAIMER: The duties and responsibilities listed above are intended to describe the general nature and level of work performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

MINIMUM QUALIFICATIONS, EDUCATION AND EXPERIENCE:

• High school diploma or GED;
• 2 years of purchasing experience;
• Advanced knowledge of purchasing principles and processes;
• Excellent verbal and written communication skills;
• Advanced knowledge of Office Suite products;
• General knowledge of functions and authority of a county government system required.

PREFERRED QUALIFICATIONS, EDUCATION AND EXPERIENCE:

• Bachelor’s Degree in Purchasing or related field; or Associates Degree plus 2 years of Purchasing experience;
• Previous purchasing experience in a county governmental entity or similar setting.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of pertinent federal, state and local laws, codes and regulations.
• Knowledge of principles and practices of modern purchasing methods and procedures;
• Knowledge of sources of supply, markets and price trends and the various grades and qualities of a wide variety of materials, supplies and equipment;
• Knowledge of computer-based purchasing;
• Ability to obtain knowledge of:

-Basic practices of governmental accounting,

-Vernon’s Civil Statutes,

-Commissioners’ Court Agenda,

-State of Texas Contracts,

-Texas Local Government Code,

-Purchasing Department purchasing manual,

-Oil Price Information Service [OPIS] Reports,

-Texas Department of Transportation/Standard specifications,

-Washington County purchasing rules, regulations, methods and forms;

• Knowledge of principles of local, state federal procurement laws.
• Skill in dissemination of information;
• Ability to research, review and prepare product specifications;
• Ability to organize and maintain accurate records;
• Ability to understand technical requirements and prepare accurate and complete specifications for required purchases;
• Ability to analyze relevant factors involved in various bids and to make purchasing decisions objectively and impartially;
• Ability to comprehend and interpret policies, procedures, laws, regulations and guidelines.
• Ability to maintain concentration and follow through with assignments.
• Ability to exercise judgement, decisiveness and creativity required in sometimes stressful situations.
• Ability to work effectively with other department managers, employees, and Commissioners Court in a pleasant, professional manner.
• Ability to communicate in person, by telephone, in writing and electronically, to interact in a professional, respectful and effective manner with the general public, elected and appointed officials of the County and other organizations, and other County personnel.

TOOLS AND EQUIPMENT USED

• Computer, multi-line telephone, copier, scanner, ERP system.

PHYSICAL REQUIREMENTS

• Primarily sedentary including sitting and driving; employee may be required to stand or sit for prolonged periods of time;
• The employee is frequently required to talk, hear, see, sit, stand, kneel, climb, feel, and use fingers to handle and arms to reach;
• Must be able to lift up to 15 pounds regularly and 40 pounds occasionally;
• Walking in an office building; and
• Visual and auditory acuity sufficient to operate related equipment.

WORKING CONDITIONS

• Primarily light physical and intellectually stressful work in an office environment;· May be exposed to dust and/or other by-product of a working office;
• This position is on-site and regular attendance is required;
• Non-Essential Position for Emergency Situations;
• Work outside of the normal office hours (Monday-Friday 8 a.m. to 5 p.m.), may be required to meet deadlines and accuracy requirements.

Washington County is an Equal Opportunity Employer and complies with the Americans with Disabilities Act. Employment is contingent on passing post-offer, pre-employment, reasonable suspicion and/or periodic drug, criminal background investigations, and motor vehicle record reports as appropriate under policy.

Job Type: Full-time

Pay: From $25.47 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Bachelor's (Required)

Experience:

• Microsoft Office: 3 years (Preferred)
• County Government: 2 years (Required)
• Purchasing: 2 years (Preferred)

Ability to Relocate:

• Brenham, TX 77833: Relocate before starting work (Required)

Work Location: In person