Deputy Purchasing Agent

Job Description JOB TITLE: DEPUTY PURCHASING AGENT DEPARTMENT: FINANCE EMPLOYMENT TYPE: FULL-TIME/EXEMPT UNION/NON-UNION: NON-UNION The Deputy Purchasing Agent is responsible for the smooth, efficient functioning of the purchasing office on a daily basis, including managing workflow, setting priorities, and ensuring the timely processing of requisitions, bids, quotes, and contracts. We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and on-going mutual respect in our working relationships. We strongly encourage people of color, people with disabilities, LGBTQ+ individuals, bilingualists, and people from other underrepresented groups to apply for our open positions - recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service. RESPONSIBILITIES Ensures compliance with Massachusetts procurement laws and regulations (including M.G.L. c. 30B, c. 149, and c. 30, §39M) and City ordinances and policies; advises departments on the proper procurement method for their needs; and stays current with changes in law and guidance from the Office of the Inspector General. Supervises the Buyer, including assigning and reviewing work, providing training and guidance, and completing performance evaluations. Maintains all bid documentation and contracts, and prepares bidding forms, requests for quote forms and requests for proposal forms, including specifications, evaluation criteria, and contract terms; ensures procurement files are complete, organized, and retained in accordance with records retention requirements. Serves as a primary contact for bidders, quoters, contractors and members of the general public; responds to inquiries, issues addenda, and communicates procurement information in a timely, professional, and impartial manner. Works with all City departments and the school department to review purchasing practices and prepare reports identifying cost savings opportunities. Prepares payment vouchers and departmental bills, including those for large construction projects, verifying accuracy, contract compliance, and supporting documentation before submission for payment. Maintains and reviews certified payroll records for prevailing wage and other state compliance requirements. Conducts bid, request for quote, and request for proposal openings in the absence of the Purchasing Agent and maintains records of the same. May organize and schedule construction site visits as well as participate in construction meetings. Maintains public records and assists in responding to public records requests related to procurement. Maintains confidential records; ensures governmental advertising requirements are met for each procurement; and updates and maintains current bidding opportunities, results, and related documents on the Purchasing Department’s web page on the City’s website. Position may require the incumbent to organize and schedule construction site visits as well as participate in construction meetings. Performs all other duties as assigned or required. QUALIFICATIONS High school diploma or equivalent required. An associate’s degree or additional coursework or training in public administration, business administration, finance, accounting, or a related field, is preferred. One (1) to three (3) years of experience in purchasing, procurement, or a related administrative or financial field, preferably in a municipal or public-sector setting Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered. Must obtain Massachusetts Certified Public Purchasing Official (MCPPO) certification within two (2) years of hire date and maintain it thereafter. Working knowledge of Munis or the City’s current accounting and purchasing software, including requisition, purchase order, and vendor man…

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