Purchasing Agent

  • 004410

SUMMARY: Under limited supervision, purchases equipment, supplies and services for moderately complex to complex commodity areas with accurate and timely execution in accordance with established policies and procedures, acts as technical advisor and resource person to departments for Purchasing procedures, state and federal guidelines, and establishes and approves sources of equipment, supplies and services; may perform related duties as assigned.

ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge skills, and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)

DUTIES AND RESPONSIBILITIES: (which are not in any hierarchical order)
  1. Reviews, approves and expedite purchase requisition for material supplies and equipment, secure formal quotes and analyzes responses. Explore pricing agreements: federal, state and local contracts to ensure best pricing.
  2. Contacts vendors regarding procurement needs, specifications, bids, and prices. Places orders with authorized vendors. Establishes and approves sources of supplies and services. Selects and evaluates vendors by meeting with suppliers, investigating facilities, capacity and stability to meet quality requirements and Federal/State/Local guidelines. Advises supplier of the City’s policies and procedures.
  3. Consults with department personnel on procurement needs. Advises departments on purchases, procurement procedures and recommends types of goods, services and suppliers.
  4. Schedules and expedites delivery, billing and receiving documents.
  5. Creates Requests for Quotations in a professional format from limited information received provided by City Departments.
  6. Verifies departmental account numbers and budgets for fund availability. Determines if the appropriate account is being used for type of purchase; identifies capital acquisitions. Initiates and administers asset tagging for capital equipment including: vehicles, machinery, and other miscellaneous items.
  7. Maintains procurement files and records for daily purchase orders, vendor lists, catalogs, price sheets, and logs.
  8. Reconciles vendor statements, invoices and receipt of property. Assists accounts payable with resolving and researching payment issues.
  9. Inputs a variety of purchasing information into computer application as needed.
  • Knowledge of City’s Procurement Ordinance, polices and procedures, state statutes and basic contract law.
  • Knowledge of proper business English, grammar and punctuation.
  • Knowledge of purchasing principles and procedures of evaluating, purchasing and storing goods, materials supplies, and equipment for a public agency.
  • Knowledge of material specification and terminology.
  • Knowledge of purchasing terminology, specification developing and bidding procedures.
  • Skill in bid preparation.
  • Skill in using computer and finance application software.
  • Skill in following written and oral instructions or diagram format.
  • Skills in mathematical processes. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
  • Skills in the use of personal computers and related computerized systems.
  • Skills in the use of office equipment such as calculators, fax machines and copiers.
  • Ability to interpret and apply laws, rules and regulations and City policy pertaining to procurement operations.
  • Ability to identify errors quickly to create more efficient purchasing processes.
  • Ability to read and interpret documents such as contracts, proposals, price lists, catalogs, requisitions, vendor quotes, and invoices.
  • Ability to write routine reports and correspondence.
  • Ability to speak effectively to vendors and employees of the organization.
  • Ability to establish and maintain effective working relationships with those contacted in the course of work.
PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT: Work involves sedentary to light work in an office setting. There is frequent need to stand, stoop, walk, sit, lift light objects (up to 10 pounds) and perform other similar actions during the course of the workday. The City of West Palm Beach promotes a drug/alcohol-free work environment through the use of mandatory pre-employment drug testing.

MINIMUM QUALIFICATIONS: Associate’s degree from an accredited technical school or college, with a major in Business Administration, Finance, Economics, Marketing or a directly related field and two (2) years government procurement experience, or any equivalent combination of education and experience. Bachelor’s degree in Business Administration or Public Administration, preferred. A valid Florida driver’s license is required.

FLSA Code: Non Exempt
Last revision date: August 2005
Overtime: Yes
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