Caldwell County Job Posting

Job Title:

Purchasing Agent

Salary Range:

TBD

Department:

Purchasing

FLSA Status:

Exempt

Location:

Caldwell County

Applications will be accepted until the position is filled.

Please return job application to Caldwell County Human Resources, 1st floor Caldwell County Courthouse, or email a PDF version to kristianna.ortiz@co.caldwell.tx.us.

Authority

Authority for the position of Purchasing Agent derives from Attorney General Opinion No. JC-0264 (August 7, 2000).

Summary

This position reports daily to the County Judge but is under the general supervision of the District Judge(s). 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. Responsibilities include managing contracts, analyzing cost requirements, researching availability of supplies, materials, equipment, and services, preparing and reviewing bid specifications, and making final recommendations for purchases to the Commissioners Court. The role also involves coordinating annual inventory, surplus property auctions and disposal programs, and directly supervising staff. Filing insurance claims for general liability, property, and automobile incidents is also part of the job.

Supervision Received

Works under the general supervision of District Judge(s).

Supervision Exercised

Yes • two other Purchasing Assistants below the Purchasing Agent.

Essential Duties and Responsibilities

• Assists in the procurement of supplies, materials, and contract repairs to property owned and used by the County.
• Assists in the development of proposals for purchases made on competitive bids, including construction, professional services, term contracts, and service agreements; verifies that all purchased supplies, materials, and equipment are delivered to the proper County departments.
• Provides general oversight and administration of the County’s purchasing policies and procedures; advises departments concerning procurement guidelines.
• Consults and meets with elected and appointed officials and their assistants to assist with purchasing needs, bid evaluation, policy and procedure explanation, and vendor compliance issues.
• Assists the County Commissioners Court in developing purchasing policies and procedures to optimize the expenditure of County funds.
• Maintains current vendor files, communicates with vendors, and schedules and conducts meetings with vendors when necessary; prepares various correspondence and reports in response to requests from vendors.
• Assists with outgoing bids including assembly and mail out of bid packages and assists with compiling data into the bid worksheets; maintains communication with bidders as necessary.
• Calculates invoices as required and assists with the management of fixed assets.
• Attends and participates in a variety of meetings, seminars, and conferences; stays abreast of trends, developments, and legislative changes impacting the field of purchasing. Joins other governmental agencies in County purchasing plans when in the best interest of the County.
• Oversees and coordinates bid processes including attending pre-bid conferences and tracking and evaluating bids received; provides recommendations in relation to the award of County contracts; assists in securing contacts and agreements for service.
• Prepares informal Requests for Quotations (RFQs); evaluates quotes received and presents to the Commissioners Court for approval as required.
• Monitors and ensures the County’s compliance with all codes, statutes, and regulations governing purchasing activities and governmental bid processes.
• Reviews purchase requisitions and orders received from County departments; monitors the status of open purchase orders and provides assistance in resolving purchasing issues.
• Assists and organizes the delivery of surplus items to auction and/or preparing surplus items for competitive sealed bid.
• Monitors the effectiveness of purchasing practices and departmental services; recommends changes necessary to improve operational efficiency and types of services provided to other County departments. Consults with County departments and personnel regarding purchasing requirements including clarifying needs and discussing alternative procurement options.
• Monitors construction procurement activities including recommending bidding and bonding requirements, publicly receiving and opening bids, providing contract award recommendations to the County Commissioner’s Court. Attends pre-construction and project progress meetings.
• Conducts research and develops complex and/or routine bid specifications and contract terms and conditions. Reviews purchasing issues with the County Attorney as required.
• Maintains, coordinates, and provides oversight of emergency agreements and procedures with vendors and other governmental entities for disaster preparedness.
• Assists in the purchasing of services and supplies for the County including raw materials, equipment, vehicles, machinery, tools, parts, and/or labor. Assists the County Commissioners in the development, implementation, administration, and evaluation of County purchasing policies and procedures.

Requirements of the Position

During each two-year term of office, a County Purchasing Agent shall complete not less than 25 hours in courses relating to the duties of the County Purchasing Agent. The courses must be:

• Accredited by a nationally recognized college or university.
• Recognized by a national purchasing association, such as the National Association of Purchasing Management; or
• Courses offered by state agencies, or by state professional associations, related to purchasing.

Other Functions

Regular attendance is considered an essential function of this position. Note: The essential functions describe the general nature and level of work being performed by employees holding this position. This is not intended to be a comprehensive listing of all duties and responsibilities required, nor is all duties listed necessarily performed by any one employee so classified.

Mandatory Qualifications

Education and/or Experience

High School diploma or GED; Bachelor’s Degree in Business or related field desired; or Three to five (3-5) years of experience in the purchasing of goods or services for Municipal, County, or State Governmental Entities or UPPCC or NAPM Certification.

Certificates, Licenses, and Registrations

Possession of a valid Texas Driver’s License. Certification as a Public Purchasing Buyer (UPPCC or NAPM) is preferred, but not required. County-required annual training will be focused on those classes necessary to obtain certification.

Other Skills and Abilities

• Demonstrated experience in Microsoft Office Suite (i.e., email, word processing, spreadsheet), and database programs.
• Prepare clear and concise records, reports, correspondence, and other written materials.
• Exercise independent judgment within general policy guidelines.
• Establish and maintain effective working relationships with those contacted in the course of work.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements 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.

• Knowledge of modern practices and processes of government purchasing administration.
• Applicable laws as related to the purchasing function.
• Principles and practices of fixed asset accounting, budget administration, and contract administration.
• Personal computer skills and software, including Microsoft Office Excel and Word products.
• Organizational skills related to the management of large amounts of data and physical assets.
• Professional customer service skills.
• Proper English usage, spelling, grammar, and punctuation.
• Standard office supplies, procedures, and equipment.
• Caldwell County policies and procedures.

Training

UPPCC or NAPM certifications are preferred, but not required. Five years of experience in purchasing goods or services in lieu of certifications is acceptable. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. The employee further understands, and accepts, that this position falls under the provision of “At Will” employment, and under no circumstances is this a contract for employment.

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