Purchasing Agent
Martin County Board of County Commissioners, Florida, New York, United States
Under general supervision, performs professional work of advanced difficulty in the technical and administrative functions of the purchasing activities of the government, including purchasing and contract administration.
This position is responsible for the procurement of construction, supplies and professional services that are to be conducted in accordance with applicable federal, state and local laws, ordinances, rules and regulations. Position is also responsible for managing the County’s fixed asset inventory program, coordinating the sale, donation or disposition of surplus property and maintaining documents and records pertaining to all aspects of the fixed asset inventory process.
In the event of a natural or man‑made disaster that may threaten the area, the employee will be required to perform emergency duties as directed.
(Note: The listed duties are illustrative only and are not intended to describe each and every function, which may be performed in the job class. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.)
Prepare highly technical and complex specifications, contracts and solicitation documents, including all related research and value analysis.
Prepare and analyze competitive sealed bids, competitive sealed proposals, requests for quotations and requests for statements of qualifications.
Identify and notify potential sources.
Conduct pre‑bid and pre‑proposal conferences.
Coordinate and supervise activities of evaluation committees.
Performs lead work to lower level staff; may be assigned to supervise staff.
Recommend lowest responsive, responsible bidder on RFB’s, most advantageous offer on RFP’s and most qualified for architects/engineers.
Edit requisitions and confer with departments regarding requirements, specifications, quantity, quality and delivery. Recommend alternatives that would result in greater value.
Confer with consultants, contractors and suppliers to acquaint them with procurement policies and procedures and to obtain information on required products and services.
Negotiate with consultants and contractors regarding specifications, scope of work, prices, terms and conditions.
Perform contract administration, including liaison between suppliers and departments, compliance with contract terms and conditions, compliance with grant requirements, negotiation of contract amendments, extensions and change orders.
Analyze cost and price data from vendors.
Perform contract audits when required.
Review and execute contracts, purchase orders, change orders and other documents within delegated authority.
Maintain the integrity of the public procurement process.
Analyze current procurement activities and recommend improvements through more efficient procurement methods, e‑procurement, privatization, quantity discounts, standardization, value analysis or cooperative purchasing.
Provide guidance and assistance to other employees, as required.
Research market sources and suppliers to locate and ensure most cost effective and competitive pricing for the purchase of supplies and services.
Engage in procurement planning with client departments.
Routinely meet and communicate with client departments in order to identify and provide high quality service to meet client service delivery requirements on a timely basis.
Provide accurate, complete and up to date information in a courteous, efficient and timely manner.
Effectively communicate purchasing policies and procedures to all personnel and interpret said policies and procedures as necessary.
Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow‑up.
Assists the Procurement Card administrator in a variety of activities including cardholder data base maintenance and tracking and reviewing card usage.
Prepares periodic financial and statistical reports.
Evaluates and provides recommended process improvements.
Conducts annual physical inventory of 8,000+ items at 86+ locations in a 550 square mile area.
Establishes and maintains methods for document storage, retention and reporting.
Works closely with user departments to manage fixed asset inventory.
Ensures compliance with Budget, Purchasing and Internal Audit policies and procedures.
Provides backup support to all other Purchasing Division staff.
Performs interoffice and postal mail courier duties.
Performs work related to this job description as required.
KNOWLEDGE, SKILLS AND ABILITIES: (Note: The knowledge, skills, and abilities identified in this class specification represent those needed to perform the duties of this class. Additional knowledge, skills and abilities may be applicable for individual positions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
Considerable knowledge of business practices related to purchasing.
Considerable knowledge of contract documents, solicitation methods and contract administration related to procurement.
Good knowledge of laws, policies and procedures governing public procurement.
Good knowledge of contract law.
Good knowledge of mathematics to perform computations and collect statistics for basic cost and price analysis.
Good knowledge of infrastructure project delivery methods, including design‑bid‑build, design‑build, construction manager‑at‑risk, and job order contracts.
Some knowledge of cost accounting as it relates to price and cost analysis.
Considerable skill in researching and preparing highly complex specifications, solicitations and contract documents.
Considerable skill in negotiating contracts.
Working skill in project management.
Working skill with computers, including automated purchasing systems and common office software and productivity tools.
Ability to read, interpret, explain and properly apply rules, regulations, laws, policies and procedures.
Ability to develop effective and cooperative working relationships with other departments, employees, suppliers and other public agencies.
Ability to use judgment and initiative in making recommendations and resolving problems that are highly complex and sensitive in nature.
Ability to effectively communicate orally and in writing, including the ability to convey complex and technical subjects in a clear, concise and positive manner.
Ability to establish schedules and to complete projects on a timely basis.
Ability to successfully deal with all persons in a fair and equitable manner.
Ability to make difficult decisions and award contracts impartially and objectively.
Must possess an Associate’s Degree in Public Administration, Business Administration or closely related field required and three (3) years of professional experience in local government purchasing. Additional qualifying education and/or experience which provide the necessary knowledge, skills and abilities may be substituted one for the other on a year for year basis.
CERTIFICATES, LICENSES, REGISTRATIONS:
Must possess a valid Florida Driver’s License.
Possession of designation by the Universal Public Purchasing Certification Council (UPPCC) as a Certified Professional Public Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) certification designation within three (3) years of hire.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Acceptable eyesight (with or without correction).
Acceptable hearing (with or without correction).
Ability to sit for long periods of time.
Requires manual dexterity sufficient to operate a keyboard, calculator, telephone, copier, and other related office equipment as necessary.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed primarily indoors.
Involves frequent interaction with people.
May require attendance at night meetings and/or outdoor meetings.
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This position is responsible for the procurement of construction, supplies and professional services that are to be conducted in accordance with applicable federal, state and local laws, ordinances, rules and regulations. Position is also responsible for managing the County’s fixed asset inventory program, coordinating the sale, donation or disposition of surplus property and maintaining documents and records pertaining to all aspects of the fixed asset inventory process.
In the event of a natural or man‑made disaster that may threaten the area, the employee will be required to perform emergency duties as directed.
(Note: The listed duties are illustrative only and are not intended to describe each and every function, which may be performed in the job class. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.)
Prepare highly technical and complex specifications, contracts and solicitation documents, including all related research and value analysis.
Prepare and analyze competitive sealed bids, competitive sealed proposals, requests for quotations and requests for statements of qualifications.
Identify and notify potential sources.
Conduct pre‑bid and pre‑proposal conferences.
Coordinate and supervise activities of evaluation committees.
Performs lead work to lower level staff; may be assigned to supervise staff.
Recommend lowest responsive, responsible bidder on RFB’s, most advantageous offer on RFP’s and most qualified for architects/engineers.
Edit requisitions and confer with departments regarding requirements, specifications, quantity, quality and delivery. Recommend alternatives that would result in greater value.
Confer with consultants, contractors and suppliers to acquaint them with procurement policies and procedures and to obtain information on required products and services.
Negotiate with consultants and contractors regarding specifications, scope of work, prices, terms and conditions.
Perform contract administration, including liaison between suppliers and departments, compliance with contract terms and conditions, compliance with grant requirements, negotiation of contract amendments, extensions and change orders.
Analyze cost and price data from vendors.
Perform contract audits when required.
Review and execute contracts, purchase orders, change orders and other documents within delegated authority.
Maintain the integrity of the public procurement process.
Analyze current procurement activities and recommend improvements through more efficient procurement methods, e‑procurement, privatization, quantity discounts, standardization, value analysis or cooperative purchasing.
Provide guidance and assistance to other employees, as required.
Research market sources and suppliers to locate and ensure most cost effective and competitive pricing for the purchase of supplies and services.
Engage in procurement planning with client departments.
Routinely meet and communicate with client departments in order to identify and provide high quality service to meet client service delivery requirements on a timely basis.
Provide accurate, complete and up to date information in a courteous, efficient and timely manner.
Effectively communicate purchasing policies and procedures to all personnel and interpret said policies and procedures as necessary.
Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow‑up.
Assists the Procurement Card administrator in a variety of activities including cardholder data base maintenance and tracking and reviewing card usage.
Prepares periodic financial and statistical reports.
Evaluates and provides recommended process improvements.
Conducts annual physical inventory of 8,000+ items at 86+ locations in a 550 square mile area.
Establishes and maintains methods for document storage, retention and reporting.
Works closely with user departments to manage fixed asset inventory.
Ensures compliance with Budget, Purchasing and Internal Audit policies and procedures.
Provides backup support to all other Purchasing Division staff.
Performs interoffice and postal mail courier duties.
Performs work related to this job description as required.
KNOWLEDGE, SKILLS AND ABILITIES: (Note: The knowledge, skills, and abilities identified in this class specification represent those needed to perform the duties of this class. Additional knowledge, skills and abilities may be applicable for individual positions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
Considerable knowledge of business practices related to purchasing.
Considerable knowledge of contract documents, solicitation methods and contract administration related to procurement.
Good knowledge of laws, policies and procedures governing public procurement.
Good knowledge of contract law.
Good knowledge of mathematics to perform computations and collect statistics for basic cost and price analysis.
Good knowledge of infrastructure project delivery methods, including design‑bid‑build, design‑build, construction manager‑at‑risk, and job order contracts.
Some knowledge of cost accounting as it relates to price and cost analysis.
Considerable skill in researching and preparing highly complex specifications, solicitations and contract documents.
Considerable skill in negotiating contracts.
Working skill in project management.
Working skill with computers, including automated purchasing systems and common office software and productivity tools.
Ability to read, interpret, explain and properly apply rules, regulations, laws, policies and procedures.
Ability to develop effective and cooperative working relationships with other departments, employees, suppliers and other public agencies.
Ability to use judgment and initiative in making recommendations and resolving problems that are highly complex and sensitive in nature.
Ability to effectively communicate orally and in writing, including the ability to convey complex and technical subjects in a clear, concise and positive manner.
Ability to establish schedules and to complete projects on a timely basis.
Ability to successfully deal with all persons in a fair and equitable manner.
Ability to make difficult decisions and award contracts impartially and objectively.
Must possess an Associate’s Degree in Public Administration, Business Administration or closely related field required and three (3) years of professional experience in local government purchasing. Additional qualifying education and/or experience which provide the necessary knowledge, skills and abilities may be substituted one for the other on a year for year basis.
CERTIFICATES, LICENSES, REGISTRATIONS:
Must possess a valid Florida Driver’s License.
Possession of designation by the Universal Public Purchasing Certification Council (UPPCC) as a Certified Professional Public Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) certification designation within three (3) years of hire.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Acceptable eyesight (with or without correction).
Acceptable hearing (with or without correction).
Ability to sit for long periods of time.
Requires manual dexterity sufficient to operate a keyboard, calculator, telephone, copier, and other related office equipment as necessary.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed primarily indoors.
Involves frequent interaction with people.
May require attendance at night meetings and/or outdoor meetings.
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