Purchasing Agent

Summary: The Purchasing Agent, under the supervision of the City Clerk, is responsible for evaluating suppliers, reviewing bids, and preparing Requests for Quotes to procure high-quality goods and services at competitive prices. Additionally, the Purchasing Agent will maintain departmental inventory records and oversee the quoting process while managing the City’s purchasing and accounts payable functions in compliance with State of Mississippi procurement laws. Essential Functions and Duties: 1. Directs and coordinates all activities of the procurement and payables process engaged in the purchase of equipment, material, and supplies for all departments of the City within approved budgetary limits, noting that purchase orders are mandatory and generated for all types of purchases. 2. Ensures that operating departments receive the goods and services they need in the right quality and quantity, on a timely basis, as efficiently as possible, and at the lowest and best overall cost while ensuring a fair and open process for all City departments, while following the State of MS Procurement laws. 3. Develops procedures to receive, review, and process departmental purchase requests and issue purchase orders, while following the State of MS Procurement laws. 4. Works closely with Department Heads and other City personnel and departments on procurement activities to meet program and budgetary objectives. 5. Analyzes and advises on availability and quality of goods, equipment and services. 6. Recommends methods of purchase and negotiates prices with vendors for purchase of commodities and recurring services. 7. Coordinates receipts, acceptance and payment of purchases. 8. Administers purchase agreements. 9. Develops procurement procedures and methods. 10. Records and handles a variety of correspondence along with public quotes and bids. 11. Reports work accomplished to the City Clerk. 12. Prepares statistical and narrative reports as required. 13. Consider purchasing activities with other municipalities to effect economies of group buying. 14. Analyzes sales and financial information, conducts surveys and examines inventory, equipment and materials. 15. Organizes and oversees the auction of obsolete/surplus materials and equipment, following State laws for same. 16. Remains current in aspects of the accounting, purchasing and insurance professions. 17. Provides general information to the public, maintains professional competencies and performs other tasks as assigned by the City Clerk. 18. Maintains inventory of fixed assets, materials and supplies. 19. Performs other duties as may be assigned. Education: Preferred experience in Finance, Accounting, Business and Public Administration; a BA from a university or other closely related field, with a minimum of five (5) years experience in purchasing. A combination of education and experience that demonstrates the ability to perform the responsibilities of the position may be considered in lieu of stated education and experience requirements. Familiarity with municipal purchasing operations and procedures desirable. Must be proficient with Microsoft Office and knowledgeable of and able to operate all other City computer hardware applications and typical business office equipment. Certificates: · Valid driver’s license · Bondable · Certified Public Purchasing Officer/Buyer (CPPO/CPPB) designation preferred. Language Skills: Ability to effectively and professionally present information to top management, public agencies and commissions, the general public and municipal vendors and contractors. Reasoning Ability: Ability to read, analyze and interpret financial reports and legal and other documents, such as bid specifications and insurance forms. Physical Demands: While performing the duties of this job, the employee is regularly required to talk and/or hear; stand; walk; sit; use hands to finger; handle or feel; and reach with hands and arms. The employee is oc…

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