Purchasing Agent

Job ID
2017-1235
Category
Procurement & Grants
Type
Regular Full-Time
Starting Pay Range
Depends on Experience

Basic Purpose

PSTA is hiring a Purchasing Agent to join our Finance Team.  Depending on experience, the selected candidate will be offered either a Level I, II, or III position, which will impact the complexity of duties, minimum requirements, and pay grade level.

 

BASIC PURPOSE

Perform professional and administrative work in contract administration, and procurement.  

 

Perform functions related to development, preparation, and execution of formal and informal solicitations.  May negotiate contracts and amendments with customers or suppliers.   

 

Coordinate requirements of various departments and act as liaison between PSTA and suppliers to implement and fulfill contract requirements.  Perform work related to grant procurement and applicable rules and regulations.

 

Perform maintenance of records, filing, contract administration, Disadvantaged Business Enterprise (DBE), Supplier Diversity, and other standard office practices and procedures.

 

 

 

Essential Functions

Level I

Develop, prepare, and execute formal and informal solicitations.  Develop specifications, tabulate bids, post information, provide bid results.  Conduct pre-bid/proposal meetings, bid openings, facilitate evaluation meetings, and facilitate supplier’s presentations/interviews.  Review proposals/responses from suppliers for conformity to contract requirements and determine acceptable bids/proposals.

 

Work with departmental personnel to develop innovative and creative solutions to their procurement needs.  Assist internal customers with requirements and specifications development for the purchase of various products and services.  Work closely with all departments to monitor conformance with contract specifications, scope of work and various requirements.  Process and provide resolution to supplier concerns submitted by either internal customers or suppliers.  

 

Review requisitions to eliminate duplication between departments, ensure appropriate and adequate funding information is provided, and fulfill requests as appropriate in a timely manner.

 

Ensure completeness, accuracy, and procedural/regulatory compliance on all procurement matters.  Utilize policies and procedures to remedy errors and fully resolve, or propose solution and escalate as appropriate.

 

Process approved requisitions and create Purchase Orders.  Expedite Purchase Orders and provide back order or outstanding order reports to the user departments and the Director of Procurement.

 

Monitor and maintain a database of potential suppliers for participation in PSTA’s procurement opportunities.  Meet periodically with new and current suppliers to understand new products and services.

 

Perform contract administration and supplier evaluations.  Obtain, review and update certificates of insurance for suppliers and contract close out.  Evaluate current supplier performance using defined performance metrics and measurements to determine overall compliance and responsiveness to requirements.

  

Participate in Purchasing Cooperatives and Professional Purchasing Councils or committees as requested.

  

Develop and implement innovative sourcing strategies that generate cost savings and process improvement opportunities.

 

Level II

Level II positions will include Level I duties, plus:

Use business and financial acumen to understand, communicate, and develop complex, integrated sourcing and business strategies.  Negotiate contracts and amendments with customers or suppliers.  Examine estimates of material, equipment, and production costs, performance requirements, and delivery schedules.  Use knowledge of cost and price analysis techniques to compare proposals and bids against previous history, actual expenditures, and established rates to determine an award and/or negotiation position. 

 

Level III

Level III positions will perform and act as backup for Level I & II duties, plus:

Develop, prepare, and execute PSTA’s most complex solicitations and multi-year procurement packages involving contractual services, consultants, equipment, supplies, construction, and capital improvements.  Develop and prepare specifications, progress reports, and other supporting documentation.

 

Evaluate bids and proposals to determine most responsive and responsible submittal.  Evaluate professional services responses, pricing data, scope of services, and contract terms.

 

Serve as PSTA representative in procurement meetings with professional service firms.  Assist in developing award criteria and negotiation of prices for professional service contracts.  Liaison to consultants, contractors, suppliers, and using departments regarding document preparation, policies and procedures.

 

Negotiate with suppliers including clarification on conflicting interpretations of the contract, allowance of costs, compensation structure, minority and women-owned business participation and subcontracting programs, contract changes, supplemental agreements, rejection of waiver and/or deviations, and correction of severe performance deficiencies.  Analyze requests for extensions or amendments to existing contracts and make recommendations to management for approval. 

 

Perform various contract management functions, such as verifying evidence of supplier's performance.  Review and recommend courses of action on supplier proposals resulting from change orders.  Mediate delivery schedule changes.  Monitor supplier's and user’s compliance with contract, federal and state grants, statutory and regulatory provisions.  Ensure all contract documents are properly executed and current, including insurance certificates, performance and bid bonds, warranties, and agreements and any amendments thereto.

 

Work closely with PSTA legal counsel on a variety of legal Contract Administration matters including contractual language and provisions, review of bid/proposal packages, and resolution of contractual issues and concerns.

 

Review negotiated change orders to track cumulative contract increases or decreases; review amendments/task authorizations and pay requests for conformance to contract terms and conditions.  Review, analyze, and approve any recommended use of subcontractors.

 

Conduct spend analysis through the collection, cleansing, classifying and analyzing of expenditure data with the purpose of reducing procurement costs, improving efficiency and monitoring compliance.

 

Responsible for PSTA’s Contract Administration and Disadvantaged Business Enterprise (DBE) program as directed.

 

Create and maintain a database of potential suppliers for participation in PSTA’s procurement opportunities.  Utilize research and sourcing methods to identify suppliers including using databases, supplier files, Thomas Register, catalogs, state contracts, supplier lists, contacting known suppliers for information, assigned commodities supplier listings, minority commodities listings, and if similar item bid previously, the old bid package, and other related sourcing methods.

 

Develop and maintain computerized database for monitoring and tracking commodity, service, and construction contracts.

 

Develop plans for accomplishment of assigned functions to meet priorities, deadline and implementation goals established by management. Set priorities and prepare schedules for completion of work.

 

Keep abreast of changes in policies, regulations, and directives to determine effect on overall operations.

 

 

 

Minimum Qualifications

Education & Experience, Level I & II: Education may be combined with relevant work experience to meet minimum requirement, as follows: Associate’s Degree plus 4 years of related work experience; or Bachelor’s Degree plus 2 years of related work experience; or no degree plus minimum of 5 years related work experience in public procurement. 

 

Level III requires six years’ experience in contract administration, procurement, or related field, preferably in public sector procurement.  Associate's or Bachelor's degree preferred.

 

All Candidates: Knowledge of procurement regulations, contract administration, and all facets of government contracting preferred. Experience with grant procurement, rules, and regulations is helpful.  Intermediate skill level with MS Excel and Word. 

 

Certification:   One of the following industry standard certifications is preferred: CPPB (Certified Public Purchasing Buyer), CPPO (Certified Public Purchasing Officer), C.P.M. (Certified Purchasing Manager), A.A.P. (Accredited Purchasing Practitioner), or CPSM (Certified Purchasing Supply Manager).

 

Knowledge, Skills, and Abilities

Knowledge: Broad knowledge of procurement and contract administration principles, regulations, and procedures to administer a variety of solicitations and contracts. Knowledge of negotiation techniques. Knowledge of writing techniques to enable facts to be presented clearly in memoranda, minutes of meetings, and contract modification and supporting documentation. 

 

Skills:  Strong interpersonal, oral and written communication skills. Intermediate skill level in MS Excel and Word.   Strong written and verbal communication skills.  Organized and disciplined work ethic.

 

Abilities: Prioritize work in accordance with the ongoing demands of the Procurement Division and the Authority. Prepare and/or assist in developing formal or informal solicitations, reports, logs, and correspondence. Ability to understand and comply with government, grant, and PSTA’s policies, procedures, and regulations.  Exercise keen initiative and work independently. Ability to develop and maintain positive working relationships with internal business partners and external suppliers.  Ability to communicate effectively both orally and in writing. Ability to establish and maintain effective working relationships with suppliers and internal staff.

 

PSTA is a Drug Free/Smoke Free Workplace. PSTA is an Equal Opportunity Employer - M/F/D/V

 

 

 

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