Purchasing Agent LOOKING FOR Purchasing Agent JOB AT Daytona Beach, FL

Purpose

The purpose of this classification, under direction, is to perform highly responsible technical and administrative work in directing the operations of a centralized purchasing system, and of a minority and women owned business enterprise program, ensuring contracts and procurements are in accordance with applicable federal, state, and local laws. Position serves in a technical consulting capacity to all City departments and directs purchasing of services, materials, supplies, and equipment required by all City departments. Position formulates and assists in establishing purchasing and bidding policies and procedures, procurement training, and contract negotiation. Position manages and understands the procurement software and electronic bidding system, stays current on purchasing methods, laws and regulations, and promotes teamwork through positive interactions with employees, vendors, internal departments, and citizens. Position develops, implements, monitors, and reports on Commission goals on minority and women business enterprise (MWBE) participation in city contracts and purchase orders. Performs related work as required. Minimum Qualifications

Education, Training & Experience – Bachelor”s Degree in Business Administration, Purchasing or closely related; supplemented by minimum three (3) years progressively responsible professional local government purchasing experience that provides broad knowledge of governmental and legal implications of purchasing activities, to include experience with development of public solicitations of goods and services, experience with materials control and inventory practices, experience in development and maintenance of a minority and women business enterprise program, and at least one (1) year supervisory experience.

SPECIAL REQUIREMENTS

One procurement related professional certification or license from a recognized purchasing organization. Certified Public Purchasing Officer preferred.

Job Description

ESSENTIAL FUNCTIONS

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Supervises, trains, mentors, evaluates, and reviews work of subordinate purchasing personnel.

Oversees and enforces compliance with the Invitation to Bid (ITB) and Request for Proposal (RFP) process.

Oversees the automated purchasing system, purchasing processes, functions and activities including workflow review and approval of purchase orders and sole source approvals.

Researches and develops specifications for supplies and equipment, gathering information from various departments on purchase requests to determine quality levels best suited for the purpose intended.

Places ads for bids in publications; awards orders; performs follow up on deliveries.

Interviews vendor representatives concerning products; selects vendors for supplies and equipment.

Prepares specifications for all bids and assists Buyer with preparation of bid specifications when applicable.

Conducts bid openings and tabulations, and recommends awards as required; maintains bid date and time records/calendar.

Researches products and advises department personnel of new items available.

Directs and manages contract administration to ensure City interests are protected and services are provided in accordance with specifications.

Sends and receives price quotes, solicits quotes by phone, and conducts field inspections of equipment to determine quality and grade.

Corresponds with ordering department and advises them on the status, specifications and final bid tabulations; seeks input from concerned entities on appropriateness of order(s).

Exercises direct contact with vendors to ensure performance and follow up on alleged discrepancies, non-performance, and bid protests.

Organizes, updates, and vendor files and contracts with continued contract businesses, and maintains complete documentation on bids, purchase orders, and related materials.

Writes, edits, recommends, interprets, and coordinates purchasing policies and procedures, to include technical product specifications and bid conditions.

Performs research and analysis of price comparison to market trends, and the most economically efficient procurement methods.

Research and implement best practices related to procurement of alternate project delivery methods;

i.e. job order contracting, design-build, construction management at risk.

Develop standard and specialized contract language to address a wide variety of commodity and service purchases.

Develops long- and short-term goals, plans, and objectives for the division and researches and assesses current and future needs including workforce, equipment, technology and training.

Implement technological improvements to streamline the procurement process and provide access to city contract and city vendor information for city staff and the public.

Ensures compliance with applicable laws and ordinances governing the advertising selection and awarding of purchases and contracts.

Develops a thorough understanding of the procurement software and electronic bid software to provide support to employees and to ensure all city policies and procedures are followed.

Provides training to staff city-wide related to requirements for competitions, statutory requirements, scope and specification development, and various purchasing programs such as Purchasing Cards.

Conduct events providing opportunities for city staff to discover new vendors and products.

Reviews all transactions related to City”s purchasing card program for compliance with City policies and procedures.

Performs all maintenance related to purchasing card program (i.e. adds and deletes users, establishes purchasing authority for each cardholder).

Collaborates with other public organizations to obtain favorable cooperative purchasing agreements.

Monitors encumbrances citywide, prepares and monitors year end processes and oversees Purchasing division budget process.

Maintains listing and prepares annual report of minority-owned business enterprises and women- owned business enterprise vendors.

Develop MBE/WBE compliance guidelines, business participation guidelines, vendor employment guidelines, and procedures for city contracts.

Develops, monitors, and reports on initiatives pursuant to Commission established goals to increase the participation of minorities and women in city purchases and in the work forces of vendors awarded city purchases.

Monitors vendor participation and reports on the good faith efforts or lack of responsiveness in the performance of contracts with regards to MBE/WBE participation and employment.

MARGINAL FUNCTIONS

Performs other related duties as required.

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to evaluate, audit, deduce, and/or assess data and/or information using established criteria. Includes exercise of discretion in determining actual or probable consequences, and in referencing such evaluation to identify and select alternatives.

Human Interaction: Requires the ability provide guidance, assistance, and/or interpretation to others on how to apply procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a variety of descriptive and advisory data and information, such as purchasing policies and procedures, legal and governmental guidelines, and product specifications.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; calculate decimals and percentages; interpret graphs; compute discount, profit and loss, ratio and proportion.

Functional Reasoning: Requires ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

Physical Ability: Tasks involve the ability to exert moderate, though not constant physical effort, typically involving some combination of climbing and balancing, stooping, kneeling, crouching, and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds).

Sensory Requirements: Some tasks require oral communications ability.

Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or pathogenic substances.

PERFORMANCE INDICATORS

The work performance of supervisory personnel of the City of Daytona Beach is routinely evaluated according to the performance criteria outlined herein:

Knowledge of Job: Has thorough knowledge of the methods, procedures and policies of the City of Daytona as such pertain to the performance of the essential duties of a Purchasing Agent and MWBE Compliance Officer. Has thorough knowledge of principles and practices of purchasing and procurement for a large-scale governmental or similar institutional organization, to include warehousing, inventory, records management, and materials control strategies. Has thorough knowledge of principles and practices of minority and women owned business participation and employment programs. Has thorough knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position and strong understanding of interpreting and applying applicable laws, codes, standards and regulations. Has thorough knowledge of the organization of the department, and of related departments and agencies. Clearly understands the occupational hazards and safety precautions required to perform the essential functions of the work. Has thorough knowledge of terminology and related professional languages used within the department as such pertain to work responsibilities. Knows how to maintain cooperative and effective relationships with intra- and interdepartmental personnel, as well as any external entities with which position interacts.

Quality of Work: Maintains high standards of accuracy in performing duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains quality communication and interaction with intra- and interdepartmental personnel and any external entities with which the position interacts.

Quantity of Work: Performs described essential functions and related assignments efficiently and effectively in a manner to produce a quantity of work which consistently meets established standards and expectations.

Dependability: Assumes responsibility for completion of assigned functions. Completes assigned work within established deadlines in accordance with directives, policy, standards, and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human, and conceptual areas.

Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides sufficient notice to upper management with respect to vacation time and leave requests.

Initiative and Enthusiasm: Exhibits an enthusiastic, self-reliant, and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished and initiates appropriate and acceptable action for the completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identification of alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advisement where appropriate and researches issues, situations, and alternatives before exercising judgment.

Cooperation: Accepts supervisory and managerial instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences is justified (i.e., poor communications, variance with established policies or procedures, etc.). Offers suggestions and recommendations to encourage and improve cooperation both intra- and interdepartmentally.

Relationships with Others: Shares knowledge with managers, supervisors, and co-workers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships both intra- and interdepartmentally and with external entities with which the position interacts. Tactfully and effectively handles requests, suggestions, and complaints in order to establish and maintain goodwill. Emphasizes the importance of maintaining a positive image.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of work elements and establish a personal schedule accordingly. Attends required meetings, planning sessions, and discussions on time. Implements work activity in accordance with priorities and estimated schedules.

Safety and Housekeeping: Adheres to all established safety and housekeeping standards. Ensures such standards are not violated.

Planning: Plans, coordinates, and utilizes information effectively in a manner to improve activities and production. Knows and understands expectations regarding such activities and works to ensure such expectations are met. Develops and formulates ways, means, and timing to achieve established goals and objectives. Effectively and efficiently organizes, arranges, and allocates manpower, financial, and other designated resources to achieve such goals and objectives.

Organizing: Efficiently organizes own work and that of subordinates as well. Ensures personnel under charge understand what results are expected of them and that each is regularly and appropriately informed of all matters either affecting or of concern to them.

Staffing: Works with upper management, where appropriate, to select and recommend employment of qualified personnel. Personally directs the development and training of personnel under charge, ensuring their proper induction, orientation, and training.

Leading: Provides a work environment that encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership, as well as the application of such principles to functions under charge. Provides adequate feedback to personnel under charge concerning their performance in terms of excellent, satisfactory, or lacking. Commends and rewards personnel under charge for outstanding performance and takes timely and appropriate disciplinary action as necessary. Exercises enthusiasm in influencing and guiding others toward achievement of established goals and objectives.

Controlling: Establishes and maintains a work environment that is orderly and controlled. Coordinates, audits, and controls manpower and financial resources efficiently and effectively. Coordinates, audits, and controls the utilization of materials and equipment efficiently and effectively. Has a clear and comprehensive understanding of established standards, methods, and procedures.

Delegating: Assigns duties and responsibilities as necessary and/or appropriate to meet goals, enhance abilities of personnel under charge, build their confidence, and assist them in personal growth. Establishes and maintains confidence in personnel under charge to meet new or additional expectations.

Decision Making: Exercises discretion and judgment in developing and implementing courses of action affecting functions under charge. Recognizes when a particular policy, procedure, or strategy does not foster the desired result and moves decisively and explicitly to develop and implement alternatives.

Creativity: Regularly seeks new and improved methodologies, policies, and procedures for enhancing the effectiveness of functions under charge. Employs imagination and creativity in the application of duties and responsibilities. Is not adverse to change that supports achievement of goals and objectives.

Human Relations: Strives to develop and maintain excellent rapport with personnel under charge. Listens to and considers their suggestions and complaints and responds appropriately. Establishes a work environment to promote and maintain mutual respect.

Policy Implementation: Has a clear and comprehensive understanding of policies regarding functions under charge and the function of the organization. Adheres to all policies in the discharge of duties and responsibilities and ensures the same from personnel under charge.

Policy Formulation: Maintains current knowledge of changes in operating philosophies and policies and routinely reviews such policies to ensure any changes in philosophy or practice are appropriately incorporated into functions under charge. Recognizes and understands the relationship between operating policies and practices and morale and performance. Strives to ensure that established policies enhance same.

The City of Daytona Beach is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Daytona Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.