Purchasing Agent

Public School of North Carolina•Jacksonville, NC

64d

About The Position

Responsible for managing all procedural aspects of purchasing activities with significant involvement in the development of internal operating policies consistent with State Law and North Carolina State Purchase and Contract rules and regulations. Procurement complexity requires involvement with the procurement of a variety of commodities with limited number of specialized, and/or highly technical items to include IT equipment. Responsible for advising management on development of internal policies and procedures. Performs work within limits established in general statutes, policies and procedures established by North Carolina State Purchase and Contract, policies and procedures established by the Onslow County Public Schools Board of Education, and internal policies and procedures approved by the Director of Procurement & Materials Management. Independently works and handles routine activities and technical problems within area of assignment with limited supervision by the Director of Procurement & Materials Management. Direct contribution to efficiency of operations through the procurement of goods and services in a timely manner; indirect impact on the quality of operations. Provides information to departments regarding purchasing process, computer updates, pricing information, and purchase requisitions. Frequent contact with program managers, various staff and vendors. Contacts primarily for the purpose of receiving and conveying information clarifying specification of goods or services to be purchased, information concerning new products, information clarifying terms of purchase agreements, or communications with vendors concerning problems in the shipment, transport, or receipt of goods. Thorough knowledge of purchasing methods and procedures. General knowledge of various grades and qualities of materials or commodities being purchased. Establish and maintain effective working relationships with department personnel and vendors; and, to direct the activities of support personnel. Ability to apply and interpret established rules and regulations; maintain records of some complexity and to prepare informal and formal bids, reports, department invoices, order forms, vendor number requests, general ledger adjustments, tabulations, bid certifications and purchase orders from these records. Updates and maintains vendor list within purchasing computer system; maintains catalogs, manuals and state contract information for ready reference. Assists with pre bid meetings; obtains informal quotations for materials; researches prices on various types of tools, equipment, office supplies, etc.; recommends or selects vendor; researches vendors for prices and item availability. Assists and prepares correspondence concerning all aspects of purchasing; negotiates with vendors in resolving disputes concerning quality of items or equipment purchased; clarifying specifications on materials. Reviews requisitions for completeness, accuracy and adherence to purchasing procedures; processing the requisitions to obtain a final purchase order. Authorize payment of invoices, handle billing issues, analyze costs and keep track of funds expended. Performs related duties as required.

Requirements

General knowledge of professional purchasing to include procurement of various equipment and services
Knowledge of standard office practices, office equipment and clerical techniques
General knowledge of local government and state contracting purchasing laws and regulations
Extensive knowledge of Microsoft Word, Excel, Power Point, Access, Adobe Acrobat, internet and AS400 Sunpac software
General knowledge of business English, spelling and arithmetic
Ability to establish and maintain effective working relationships with other employees, vendors and the general public
Ability to understand and follow oral and written instructions
Ability to operate computer equipment
High school graduate from an accredited school and/or two years of related purchasing experience; or, an equivalent combination of education and work experience
Ability to be physically active, which includes, but is not limited to, standing, pushing, pulling, squatting, bending, sitting, walking
Ability to reach with hands and arms routinely
Ability to operate technology for prolonged periods of time
Ability to carry furniture such as tables and chairs, supplies and materials
Must be able to lift up to 15 pounds routinely and 30 pounds occasionally
Must be able to visually and auditorily effectively communicate with others
Must be able to drive to variety of school sites

Responsibilities

Managing all procedural aspects of purchasing activities
Development of internal operating policies consistent with State Law and North Carolina State Purchase and Contract rules and regulations
Procurement of a variety of commodities with limited number of specialized, and/or highly technical items to include IT equipment
Advising management on development of internal policies and procedures
Working within limits established in general statutes, policies and procedures established by North Carolina State Purchase and Contract, policies and procedures established by the Onslow County Public Schools Board of Education, and internal policies and procedures approved by the Director of Procurement & Materials Management
Handling routine activities and technical problems within area of assignment with limited supervision by the Director of Procurement & Materials Management
Providing information to departments regarding purchasing process, computer updates, pricing information, and purchase requisitions
Receiving and conveying information clarifying specification of goods or services to be purchased, information concerning new products, information clarifying terms of purchase agreements, or communications with vendors concerning problems in the shipment, transport, or receipt of goods
Applying and interpreting established rules and regulations
Maintaining records of some complexity and to prepare informal and formal bids, reports, department invoices, order forms, vendor number requests, general ledger adjustments, tabulations, bid certifications and purchase orders from these records
Updating and maintaining vendor list within purchasing computer system
Maintaining catalogs, manuals and state contract information for ready reference
Assisting with pre bid meetings
Obtaining informal quotations for materials
Researching prices on various types of tools, equipment, office supplies, etc.
Recommending or selecting vendor
Researching vendors for prices and item availability
Assisting and preparing correspondence concerning all aspects of purchasing
Negotiating with vendors in resolving disputes concerning quality of items or equipment purchased
Clarifying specifications on materials
Reviewing requisitions for completeness, accuracy and adherence to purchasing procedures
Processing the requisitions to obtain a final purchase order
Authorizing payment of invoices
Handling billing issues
Analyzing costs and keep track of funds expended
Performing related duties as required