Purchasing Agent

City of Farmers Branch, TX•Farmers Branch, TX

40d•Onsite

About The Position

The Purchasing Agent is responsible for managing and overseeing all aspects of the City's procurement operations, serving as the procurement authority for equipment, supplies, and services required by City departments. This position ensures compliance with state and local procurement laws, develops and implements procurement policies and procedures, and manages formal and informal competitive bidding processes. The Purchasing Agent acts as the procurement manager for the City, coordinating vendor relationships, contract administration, and warehouse operations while providing training and technical support to City departments. This position reports to the Finance Manager and requires expertise in governmental procurement regulations, contract management, and vendor relations.

Requirements

Bachelor's degree in Business Administration, Public Administration, Supply Chain Management, or related field from an accredited institution
Minimum of five (5) years of progressively responsible procurement or purchasing experience, preferably in governmental environment
Thorough knowledge of Texas procurement laws, competitive bidding requirements, and governmental contracting procedures
Experience with contract administration, vendor management, and formal procurement processes
Knowledge of cooperative purchasing programs and intergovernmental agreements
Knowledge of: Texas Government Code procurement requirements, competitive bidding laws and procedures, contract administration principles, vendor qualification and evaluation procedures, governmental accounting and budget principles, warehouse and inventory management practices, and applicable federal procurement regulations for grant-funded purchases
Skill in: Complex procurement process management, contract negotiation and administration, vendor relationship development and management, policy development and implementation, training program design and delivery, and problem identification and resolution in procurement operations
Ability to: Manage multiple complex procurement projects simultaneously, interpret and apply procurement laws and regulations, communicate effectively with vendors and City staff, develop and maintain professional vendor relationships, provide technical guidance and training to City departments, and adapt to changing regulatory requirements and best practices
Employment is conditional upon successful completion of a criminal background check

Responsibilities

Manages comprehensive day-to-day procurement processes including review of purchase requisitions, quote expenditure authorizations, and compliance verification with state procurement laws and City policies
Reviews purchase requests for thoroughness, adequate funding sources, appropriate authorization signatures, and compliance with competitive bidding thresholds
Investigates and identifies qualified vendors and suppliers for various equipment, supplies, and services while exploring cooperative purchasing opportunities
Approves purchase requisitions, creates purchase orders, and monitors delivery coordination between vendors and City departments
Ensures formal competitive bid processes are not circumvented through purchase splitting or other inappropriate practices
Maintains comprehensive procurement records and documentation to support audit requirements and policy compliance
Develops and manages formal procurement processes including competitive sealed bids, requests for proposals (RFPs), and requests for qualifications (RFQs)
Determines appropriate procurement methodology based on purchase type, dollar amount, and regulatory requirements
Prepares comprehensive bid specifications, scopes of work, and procurement documents in coordination with user departments
Conducts formal public bid openings, evaluates proposals, and coordinates award recommendations with appropriate approval authorities
Administers City contracts and price agreements including monitoring compliance with terms, conditions, and performance requirements
Coordinates contract renewals, modifications, and terminations while ensuring proper legal review and authorization
Establishes and maintains vendor master files including verification of insurance, licensing, and financial qualifications
Coordinates vendor inquiries during procurement processes and maintains professional relationships with supplier community
Manages City-leased warehouse operations including space allocation, inventory control, and compliance with fire and building codes
Oversees surplus property disposal through public auction coordination with professional auctioneers
Maintains City Hall storeroom operations ensuring adequate inventory levels and availability of commonly used supplies
Reviews and approves vendor payment processing in coordination with Accounting division
Provides comprehensive training to City departments on state procurement laws, City purchasing policies, and procurement procedures
Conducts training sessions on online purchasing systems, requisition processes, and competitive bidding requirements
Develops and maintains procurement policy documentation including procedures manuals, training materials, and compliance guidelines
Stays current with changes in state procurement laws, regulations, and best practices to ensure ongoing compliance
Prepares policy recommendations and procedural improvements to enhance procurement efficiency and compliance
Serves as technical resource for departments on procurement-related questions and issues
Coordinates legal notice publication for formal procurements and manages advertising account relationships
Manages online purchasing system administration including approval authority matrices and user access controls
Prepares procurement-related reports including annual procurement statistics, vendor utilization reports, and compliance summaries
Participates in special projects including system implementations, policy updates, and process improvement initiatives
Ensures compliance with HUB (Historically Underutilized Business) participation goals and minority business enterprise requirements where applicable