Purchasing Agent

City Of Gary • Gary, IN

10h • $45,039

About The Position

The Purchasing Agent oversees, manages, and negotiates purchases of products, supplies, and equipment for the Municipal City of Gary and prepares lists of items to be bid. The role administers and directs the Central Purchasing Unit, trains staff on purchasing processes, and ensures employees and vendors follow Finance Department policies, procedures, and state regulations when processing quote- or bid-based requisitions.

The Purchasing Agent examines quotes and requisitions for compliance before final approval and purchase-order generation, and coordinates with the Inventory Specialist to support efficient, effective, and accountable inventory control. The position also supports procurement compliance, vendor communications, purchasing documentation, accounts payable board processes, and related reports and projects.

Requirements

• Experience analyzing and recording governmental transactions.
• Experience with spreadsheets and accounting software.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, and Word.
• Comprehensive knowledge of office terminology, procedures, and equipment.
• Ability to maintain office files, correspondence, and other materials efficiently and confidentially.
• Excellent customer service, follow-up, oral and written communication, and interpersonal skills.
• Strong PC skills using spreadsheets, word processing, and accounting software.
• Ability to make decisions in accordance with laws, ordinances, regulations, and established policies.
• Ability to read, review, and analyze procurement documents in print and on a computer screen.
• Ability to communicate effectively with vendors, employees, and department heads.
• Ability to occasionally bend, reach, and retrieve materials from storage areas.
• Ability to occasionally lift, carry, or move office supplies and small packages weighing up to 20 pounds.

Nice To Haves

• Bachelor’s degree in Accounting, Business Administration, or a related field.
• Purchasing experience.

Responsibilities

• Process requisitions daily, resolve problems within the Finance Department or RDS system capabilities, and refer other issues to the IT Department.
• Provide first approval of requisitions and establish purchase orders after final approval.
• Train department staff on City of Gary purchasing policies, statutory requirements, and the RDS purchasing system.
• Modify and close purchase orders upon recommendation of the Department Head or Controller.
• Communicate City purchasing policies to vendors and help resolve purchasing problems between vendors and the City.
• Coordinate with the Internal Auditor and Receiving Manager on merchandise tagging, inventory control, management, and accountability.
• Prepare the Accounts Payable Board List for the Board of Works and attend its weekly meeting.
• Verify the availability of funds for service contracts and purchases of products and goods.
• Maintain tactful and diplomatic dealings with vendors and department heads.
• Enter data and maintain the Vendor Maintenance file, ensuring tax identification numbers and email or physical addresses are stored properly.
• Prepare annual 1099 and 1099R forms for distribution according to statutory requirements.
• Ensure that other departments and the Finance Department properly carry out purchasing procedures under federal and state statutes and ordinances.
• Obtain the correct signatory authority for purchasing documents.
• Distribute purchasing-related documents to departments for processing or correction and resubmission.
• Perform mathematical computations rapidly and accurately.
• Assist with research projects and prepare reports as needed.
• Perform other duties assigned by the Controller, Deputy Controller, or Finance Manager.
• Review and analyze purchase orders, contracts, bids, invoices, specifications, and other procurement documents.
• Communicate with vendors, employees, and department heads in person, by telephone, and electronically.
• Ensure purchasing activities comply with City ordinances, procurement policies, applicable state laws, competitive bidding requirements, and internal control procedures.
• Stay informed about changes in procurement requirements, policies, and procedures.
• Identify opportunities to improve purchasing efficiency, strengthen internal controls, and support responsible use of public funds.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed