Purchasing Agent - Road Department

Ingham County, MI•Mason, MI

29d

About The Position

Under the general supervision of the Purchasing Director, supervises the Road Department's purchasing of equipment and supplies by preparing bid specifications, obtaining price quotes, evaluating proposals and discussing alternative purchases. Prepares and oversees the preparation of purchase orders, works with vendors on available products and prices and facilitates Road Department purchases. Supervises the stockroom operation including supervising stockroom personnel, ordering, receiving and disbursing stock and conducting periodic inventories of materials and supplies. Supervises stockroom personnel including Buyer and seasonal workers. Assigns projects and daily work activities. Trains, evaluates and counsels Buyer on their job performance. Supervises and facilitates the Road Department's purchasing of equipment and supplies by preparing bid specifications, obtaining price quotes, evaluating proposals and discussing alternative purchases. Maintains Fuel Management System. Completes fuel tank reconciliations monthly, schedules annual DEQ compliance inspections, maintains financial and insurance records, schedules maintenance of fuel tanks and maintains records, and ensures each County department is properly billed for fuel usage. Places orders for stock materials, parts and other items as requested by Road Departments staff. Approves purchase orders within County purchasing guidelines. Consults catalogs, interviews vendors and surveys potential suppliers to obtain information concerning prices, specifications and the availability of supplies and materials. Recommends purchases based on this information. Reviews all extensions on invoices and confirms that all materials have been received. Prepares invoices for payment. Maintains a complete listing of all equipment and vehicles utilized by the Road Department. Ensures that all equipment and vehicles are insured and have license plates, tracks and assists with the disposition of all equipment and vehicles, and provides reports as needed to Financial Services. Supervises storeroom operations. Verifies incoming parts and supplies against invoices, organizes existing inventory, and dispenses parts and supplies. On an ongoing basis, records stock charges from inventory and prepares listings of items to be resupplied. Attends bid openings for materials, equipment and engineering road projects. Analyzes and awards bids and/or quotes as authorized by Ingham County purchasing policies and procedures or makes recommendations for award to the Purchasing Director for their review and approval. Prepares monthly and year-end reports documenting inventory received, disbursed and outstanding. Supervises the annual inventory and works with the auditor to complete the annual inventory. Coordinates and schedules equipment for projects and the delivery of project materials. Compiles all procurement cards for the road department and processes through the Precision Software System. Acts as the P-Card site coordinator for the Road Department. Coordinates, schedules and books all training course registrations, conference registrations, hotel reservations and flight reservations for the Road Department. Coordinates and processes all membership renewals, license renewals and subscription renewals for the Road Department. Assures purchases of goods and services for the Road Department are made according to county purchasing, budgetary and other administrative policies. Administers all Ingham County policies and procedures as they relate to purchasing including the Standards of Conduct for Ingham County Vendors, ensures that vendors are aware of the policy and understand and comply with the policy. As authorized by County policy, recommends, disposes of and conducts annual surplus auction of equipment and items at the end of their life for the Road Department. On a regular basis meets with the Director of Operations and Managing Director to discuss budgetary updates. Conducts on site quarterly inspections of all district garage outside inventory to ensure proper inventory recording and proper inventory levels. Other Functions: Performs other duties as assigned (The above statements are intended to describe the general nature and level of work being performed by people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.)

Requirements

Possession of an Associate's Degree in business, purchasing or a related field.
Two years of experience in purchasing and stockroom management.
Lifts materials, equipment and supplies to shelves.
Climbs stairs and ladders to stock and retrieves materials, parts and supplies.
Bends, stoops, pushes and pulls to unload trucks.
Operates a computer to enter and access information.
Possession of a valid Michigan driver's license.
Must be able to earn a Class A Underground Storage Tank (UST) certification within six (6) months of hire date.
Demonstrates effective communication skills by engaging, interacting and working with all individuals to ensure clarity and understanding in all interactions.

Responsibilities

Supervises the Road Department's purchasing of equipment and supplies by preparing bid specifications, obtaining price quotes, evaluating proposals and discussing alternative purchases.
Prepares and oversees the preparation of purchase orders, works with vendors on available products and prices and facilitates Road Department purchases.
Supervises the stockroom operation including supervising stockroom personnel, ordering, receiving and disbursing stock and conducting periodic inventories of materials and supplies.
Supervises stockroom personnel including Buyer and seasonal workers. Assigns projects and daily work activities. Trains, evaluates and counsels Buyer on their job performance.
Maintains Fuel Management System. Completes fuel tank reconciliations monthly, schedules annual DEQ compliance inspections, maintains financial and insurance records, schedules maintenance of fuel tanks and maintains records, and ensures each County department is properly billed for fuel usage.
Places orders for stock materials, parts and other items as requested by Road Departments staff. Approves purchase orders within County purchasing guidelines.
Consults catalogs, interviews vendors and surveys potential suppliers to obtain information concerning prices, specifications and the availability of supplies and materials. Recommends purchases based on this information.
Reviews all extensions on invoices and confirms that all materials have been received. Prepares invoices for payment.
Maintains a complete listing of all equipment and vehicles utilized by the Road Department. Ensures that all equipment and vehicles are insured and have license plates, tracks and assists with the disposition of all equipment and vehicles, and provides reports as needed to Financial Services.
Supervises storeroom operations. Verifies incoming parts and supplies against invoices, organizes existing inventory, and dispenses parts and supplies. On an ongoing basis, records stock charges from inventory and prepares listings of items to be resupplied.
Attends bid openings for materials, equipment and engineering road projects. Analyzes and awards bids and/or quotes as authorized by Ingham County purchasing policies and procedures or makes recommendations for award to the Purchasing Director for their review and approval.
Prepares monthly and year-end reports documenting inventory received, disbursed and outstanding. Supervises the annual inventory and works with the auditor to complete the annual inventory.
Coordinates and schedules equipment for projects and the delivery of project materials.
Compiles all procurement cards for the road department and processes through the Precision Software System. Acts as the P-Card site coordinator for the Road Department.
Coordinates, schedules and books all training course registrations, conference registrations, hotel reservations and flight reservations for the Road Department.
Coordinates and processes all membership renewals, license renewals and subscription renewals for the Road Department.
Assures purchases of goods and services for the Road Department are made according to county purchasing, budgetary and other administrative policies.
Administers all Ingham County policies and procedures as they relate to purchasing including the Standards of Conduct for Ingham County Vendors, ensures that vendors are aware of the policy and understand and comply with the policy.
As authorized by County policy, recommends, disposes of and conducts annual surplus auction of equipment and items at the end of their life for the Road Department.
On a regular basis meets with the Director of Operations and Managing Director to discuss budgetary updates.
Conducts on site quarterly inspections of all district garage outside inventory to ensure proper inventory recording and proper inventory levels.
Performs other duties as assigned