Purchasing Agent

Job Title:               Purchasing Agent

Department:        Finance

Pay Rate:               Grade 20

Hours:                    Day Hours​​

Job Summary:

Under the direction of and in conjunction with the Finance Director, this position oversees city-wide procurement processes and has responsibility of all levels of purchasing administration, support and coordination that ensure compliance with applicable federal, state, and local laws and City policies and procedures.This position requires knowledge of public agency purchasing/procurement processes and requirements as well as the special needs of full-service municipalities. Performs complex administrative and technical purchasing work and provides procurement expertise in managing a centralized procurement system of contracts, goods, and services as well as asset storage, recovery, and disposal. This classification is distinguished in carrying out special projects, as assigned, to provide highly responsible technical support to the Finance Director. 

Plan, direct and control the central purchasing and storeroom. Warehouse activities in accordance with legal requirements and established polices.  Develop, install and maintain systems, procedures and forms necessary to the purchasing function.  Perform wide range of activities associated with the procurement of goods and services and with the management of materials and equipment.  Work closely with the Finance Director for capital budget purchase and overall budget control.  Work is independently under the general supervision of the mayor.

It is expected that the Purchasing Agent will make recommendations relative to purchasing strategies to be used in order to achieve the best value for the City and maintain and revise the purchasing system and policy as required.

In addition to purchasing and procurement, this position assists departments and the accounts payables staff in the management of vendor contracts and related documentation and payment of invoices.

This position is designated as management for Labor Relations purposes and is considered exempt under the Fair Labor Standards Act (FLSA).

Reports to and receives direction and supervision from the Finance Director. Works under general guidance and direction and according to City and Departmental policies and procedures and applicable federal, state, and local regulations. Supervisesemployees in Purchasing and Warehouse/Mailroom.

Primary Duty Summary:

• Serves as an expert resource to all City departments.

• Adhere to the highest ethical standards in managing the City’s purchasing functions.

• Update knowledge and stay informed of new products and services available; research and develop new sources and/or potential sources of supplies, materials, and services; attend professional and industry trade shows, conferences, and workshops.

• Oversee purchasing of supplies, materials, equipment, and services per the City's purchasing ordinance, policies, and guidelines and consistent with the requester's specifications. Assist in ordering stocked items, supplies, and materials according to pre-established quantity minimums 

• Develop, administer, and coordinate City purchasing policies and procedures and provide training on the policy.

• Establish and maintain effective working relationships with subordinates, other employees, City officials, salesmen, vendors, and the general public.

• Advises and provides technical support in the administration of the Requests for Proposals (RFPs), Requests for Information (RFls), Requests for Quotes (RFQs) process and specifications; reviews and recommends updates and changes. Attend and/or preside over bid openings; analyze bids and award contracts according to state statutes and city ordinances.

• Contact suppliers/vendors to obtain competitive price bids; determine availability, terms, and delivery schedule aspects of the purchasing process; 

• Maintains all bid document records including bids, bid tabulations, advertisements, and addenda. Maintains an index of all fully executed contracts.

• Research, negotiate, and oversee designated service maintenance contracts/agreements; administer and monitor contractual terms and obligations on an on-going basis; perform on-site inspections and/or workplace reviews to ensure compliance with agreement.

• Provides staff assistance to the Finance Director; participates on a variety of committees; prepares and presents staff reports and other correspondence as appropriate and necessary.

• Analyze city's purchasing history to identify goods and services that should be put out to bid or procured in a manner that achieves the best value for the city.

• Recommends, implements, and maintains City purchasing systems for maximum efficiency and to achieve optimum life-cycle cost for all goods and services purchased. Oversees the analysis of cost, performance, quality, service, and delivery. 

• Issues guidance and ensures accountability, compliance, and consistent interpretation and application with all current and applicable state and federal laws, agency policies and procedures, rules, and regulations.

• Oversees the management of warehouse and parts operations, inventory control and surplus property and obsolete materials. Ensures full compliance of the warehouse with safety regulations.

• Directs, plans, and organizes the work of purchasing and warehouse unit staff. Selects candidates for hire, trains, schedules, assigns, and reviews work of staff. Establishes performance standards, conducts performance reviews, coaches, counsels, and recommends disciplinary actions. Plans and carries out employee development.

• Approves requisitions and issues purchase orders for all city departments.

• Order and manage fuel inventory for all City operations.

• Coordinate procurement, distribution and expediting of supplies and resources during emergencies.

• Perform other job-related duties as required

Experience/ Education/Training:

Three years of local governmental purchasing experience, with at least one year of supervisory experience.  Possession of a Bachelor's degree from an accredited college or university with significant course work in the areas of Business Administration, Public Administration, or related fields. 

-OR-

Possession of an Associate's degree in a field as noted above with five (5) years of relevant experience, one of which in a supervisory capacity.

Knowledge, Ability and Skill: 

Knowledge: Knowledge of municipal purchasing procedures, pertinent state and federal laws and city ordinances relative to bidding, types of equipment and materials purchased by a municipality and the sources of supply for these materials. 

Ability: Write specifications and other technical documents. Ability to develop effective working relationship with other City officials and representatives of outside firms. Ability to plan and direct the work of others. 

Excellent communication skills, including oral (for presenting proposals to management staff, presentations at meetings}, written (for preparing reports, recommendations, correspondence and writing specifications of a legal and technical nature) and interpersonal (for working with vendors and providing professional, objective buying services to City departments}.

Management skills, including leadership/supervisory skills, problem analysis and decision making, planning and organizing, management control, adaptability, flexibility, stress tolerance, and time management. appropriate judgment and initiative in making recommendations and resolving problems that are complex and sensitive in nature. Ability to set clearly defined objectives to accomplish division goals.

Comprehensive skills in researching and preparing complex specifications, solicitations and contract documents. Obtain a clear understanding of departmental material and equipment needs during purchasing request processes and to facilitate the fulfillment of material and equipment needs in a sensitive and timely manner

Computer skills utilizing Microsoft Software, Excel, and Word.

Physical and Mental Requirements: 

The work is primarily intellectual but requires a variety of physical capabilities. While performing the duties of this job, the employee is frequently required to sit, stand, walk, use hands, occasionally required to kneel, handle objects; and reach with hands and arms. The position involves often moving from a sitting position to a standing position for counterwork. The employee must occasionally lift and/or move up to 10 pounds and rarely has to lift and/or move up to 25 pounds. This position requires the ability to operate a keyboard at an efficient speed.

Must have a valid Alabama’s driving license with a driving record suitable for insurability.  Willing to work non-standard hours and overtime as required.  Must be willing to travel overnight to attend continuing education courses and workshops.  

Posting Dates:​2/1/2024 – 2/15/2024

City Employees interested in this position should contact Kathy Railey at 256-329-6782.

Seniority alone will not be the determining factor.    Probationary Employees are not eligible to apply.  Applicants must meet all requirements.  

External applicants may apply on-line at alexandercityal.gov or obtain an application at the Municipal Complex.

Alexander City is an Equal Opportunity Employer