Job Title: Purchasing Agent

FLSA Status: Exempt

Department: Purchasing

Location: Kaufman

Supervisor: District Judges and County Judge

SUMMARY:

This position is responsible for the proper operation and management of the County Purchasing Department by ensuring all activities are conducted in compliance with laws, regulations and the best procurement practices. Purchasing Agent is appointed by the Purchasing Board composed of the District Judges and County Judge. See Local Gov't Code §262.011.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

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• Oversee and coordinate departmental operations including procurement, bid coordination, fixed asset management, and vehicle registration. "
• Monitor and ensure the County's compliance with all codes, statutes, and regulations governing purchasing activities and governmental bid processes. "
• Direct the purchasing of services and supplies for the County including raw materials, equipment, vehicles, machinery, tools, parts, and/or labor. "
• Consult with County departments and personnel regarding purchasing requirements including clarifying needs and discussing alternative procurement options. "
• Conduct research and develop complex and/or routine bid specifications and contracts; review purchasing issues with the County Attorney's Office as required. "
• Prepare informal Requests for Quotations (RFQ's); evaluates quotes received, selects suppliers, and purchases items within established statutory bid limits. "
• Oversee and coordinate bid process including attending pre-bid conferences and tracking and evaluating bids received; provide recommendations in relation to the award of County contracts; assist in securing contracts and agreements for service. "
• Supervise construction procurement activities including establishing bidding and bonding requirements, publicly receiving and opening bids, providing contract award recommendations to the County Commissioner's Court, and administering contracts upon award. "
• Review purchase requisitions and orders received from County departments; monitor the status of open purchase orders and resolve purchasing issues; review and authorize the payment of purchasing invoices. "
• Establish and administer procedures regarding the receipt, tagging, delivery, storage, and disposal of County assets. "
• Oversee and coordinate the sale, reissue, and/or destruction of the County's surplus property; organizes the delivery of surplus items to auction. "
• Prepare fixed asset balance reports and assists the County Auditor's Office in reconciling capitalized expenditures to the general ledger; investigate and resolve related discrepancies. "
• Process and prepare vehicle registration and renewals for all County-owned vehicles.

OTHER NON ESSENTIAL DUTIES AND RESPONSIBILITIES:

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• Hire, train, supervise, and evaluate the performance of assigned personnel; ensures staff comply with departmental policies, procedures, and regulatory requirements. "
• Monitor the effectiveness of purchasing practices and departmental services; implement changes necessary to improve operational efficiency and types of services provided to other County departments. "
• Develop and administer the departmental budget; monitor expenditure; attend and provide assistance with County budget hearings and workshops. "
• Direct and participate in the development, implementation, administration, and evaluation of County purchasing policies and procedures. "
• Attend and participate in a variety of meetings, seminars, and conferences; stay abreast of trends, developments, and legislative changes impacting the field of purchasing.

MINIMUM QUALIFICATIONS:

The qualifications listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience:

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• Must have a high school diploma (or GED certificate). "
• 5 years Purchasing experience preferred. "
• Bachelor's degree in related field preferred. "
• Some management experience preferred. "
• Procurement certification required, or must be able to obtain within first year of employment.

Certifications recognized:

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• Certified Texas Procurement Manager (CTPM) from State of Texas "
• Certified Professional Public Buyer (CPPB) from National Institute of Governmental Purchasing (NIGP) "
• Certified Public Procurement Officer (CPPO) from National Institute of Governmental Purchasing (NIGP) "
• Certified Purchasing Manager (CPM) from National Purchasing Institute (NPI)

Knowledge, Skills and Abilities:

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• Knowledge of regulations governing County purchasing activities. "
• Knowledge of governmental procurement processes and procedures. "
• Ability to ensure the County maintains compliance with all purchasing related regulatory requirements. "
• Ability to consult and coordinate with County departments regarding purchasing requirements. "
• Knowledge of coordinating bid processes and preparing bid documentation, specifications, and contracts. "
• Ability to work with Microsoft Office applications such as Outlook, Word and Excel. "
• Must have the ability to learn computerized purchasing system. "
• Working knowledge of business machines. "
• Excellent knowledge of business practices and English grammar. "
• Ability to communicate clearly both orally and in writing and to maintain confidentiality. "
• Ability to file alphabetically and numerically. "
• Must have excellent organizational and customer service skills "
• Must be able to work with co-workers, employees and management in a pleasant, professional manner. "
• Ability to maintain good working relationships with other agencies, county, state and federal departments and keeps staff and supervisors informed of joint ventures and resources. "
• Must be able to work under pressure in a high-volume office, produce accurate work and meet established deadlines. "
• Must be mature, dependable, resourceful and able to work independently.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This position involves sitting at a desk or other workstation, typing, filing, making copies, standing and communicating to other county personnel, elected officials, and the general public. May be occasionally required to lift, carry, push, pull, or move objects weighing up to 20 lbs.

WORK ENVIRONMENT:

Work is primarily indoors in an air-conditioned, smoke-free office. Continuous work at a computer keyboard. Work outside of the normal office (Monday-Friday 8am to 5pm) may be required to meet deadlines and accuracy requirements.