Purchasing Agent II

City of Punta Gorda•Punta Gorda, FL

10d•Onsite

About The Position

A paraprofessional position responsible for processing purchase requests for materials/supplies, equipment and services for City departments, which are primarily over the sealed solicitation threshold. This role involves managing the solicitation and contract administration processes, interacting with vendors and departmental personnel, and performing various clerical and analytical tasks related to procurement. The position requires considerable knowledge of public sector procurement principles, laws, and procedures, as well as strong analytical and communication skills. Reasonable accommodations may be made for individuals with disabilities. Employees may accrue or acquire qualifications through the City’s career progression policy. Every City employee has emergency response responsibilities.

Requirements

Minimum of four (4) years’ experience in procurement as a Purchasing Agent for commodities and services.
Diploma or GED required.
Public Procurement Associate Designation or acquire designation within one year.
Experience in a stressful, fast-paced office environment.
Considerable knowledge of public sector procurement and accounting principles, practices and procedures.
Considerable knowledge of the methods and procedures used in managing solicitations.
Considerable knowledge of the formal and informal solicitation processes.
Considerable knowledge of federal state and local rules, regulations and laws regarding governmental purchasing.
General knowledge of modern office practices and procedures.
General knowledge of the various grades, quality standards, and sources of supply and price trends for a variety of goods and services.
General knowledge of the principles of organization and administration.
Excellent grammar skills for effective written and oral communications.
Skill in complete and accurate document preparation for purchasing.
Ability to use common office machines, including popular computer-driven word processing, spreadsheet and file maintenance programs.
Ability to perform cost analyses.
Ability to prepare specifications for a variety of equipment and services.
Ability to exercise independent judgment in selecting from items available and cost quotations when recommending award of solicitations.
Ability to compile and maintain accurate inventory and purchasing records and prepare periodic reports from these records.
Ability to understand and follow oral and written instructions.
Ability to effectively express ideas orally and in writing.
Ability to exercise tact, courtesy and firmness in frequent contact with vendors.
Ability to establish and maintain effective working relationships as necessitated by work assignments.
Constant use of fingers.
Constant use of both hands.
Constant reaching above shoulder.
Frequent moderate lifting (15 to 44 lbs.).
Frequent light lifting (under 15 lbs.).
Frequent moderate carrying (14 to 44 lbs.).
Frequent light carrying (under 15 lbs.).
Frequent walking.
Frequent standing.
Frequent bending.
Frequent balancing.
Frequent stooping.
Occasional heavy lifting (45 lbs.. and over).
Occasional heavy carrying (45 lbs. and over).
Occasional climbing (use of legs and arms).
Occasional climbing (legs only).
Occasional pushing.
Occasional kneeling.
Occasional jumping.
Occasional running.
Occasional throwing.
Occasional driving (cars, small vans, pick-ups, etc.).
Occasional driving & operating (heavy equip., trucks, etc.).
Constant work inside.
Occasional work outside.
Occasional work in the heat.
Occasional work in the cold.
Occasional work in high humidity.
Occasional work in dampness or chilliness.
Occasional work in dry conditions.
Occasional work in noisy conditions.
Occasional work in darkness.
Occasional work in dusty conditions.
Occasional work with chemicals.
Occasional work with solvents.
Occasional work with grease or oils.
Occasional work on slippery surfaces.
Occasional work on uneven surfaces.
Occasional work in or with moving objects.
Occasional work in or with ladders/scaffolding.
Occasional work at heights above ground level.
Occasional work below ground level.
Occasional work in water.
Occasional work with explosives.
Occasional work with poor ventilation.
Occasional work with odors.
Occasional work with unusual fatigue factors.

Nice To Haves

Two year degree preferred.
An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
Relevant education may substitute for a portion of the required experience, and additional directly related procurement experience may substitute for education on a year-for-year basis.

Responsibilities

Assists Departments in the development of specifications.
Review Department specifications and plans for completeness and accuracy.
Manages the solicitation process, primarily for large purchases, construction projects, request for proposal, and request for qualification from preparation through the award of Agreement or Purchase Order.
Responsible for the City’s Purchasing Card administration duties and responsibilities.
Manages the contract administration for assigned projects through the completion of the project.
Meet with vendors and departmental personnel in office for discussion of products, upcoming projects and current needs.
Update/maintain computer and physical files for contracts.
Assist with records retention.
Research internet for vendors and product specifications.
Compare and analyze current market offerings.
Perform clerical office functions such as processing mail, filing and record retention.
Audit and correct invoices to coincide with purchase orders and contracts.
Follow up to resolve problems with invoices, delivery, etc.
Prepare reports, statistical analysis and correspondence as required and directed.
Help as needed with office equipment and supplies (fax/copier).
Assist in year-end processing.
Assume additional duties as directed by the Manager, Director or City Manager.
Assume some responsibilities of Manager, when Manager is absent.