Procurement Agent III

Position Information

The purpose of this classification is to coordinate procurement activities for complex goods/services, high technology acquisitions, buildings, roads, and/or construction projects for County departments, ensuring compliance with applicable purchasing policies/contracts and requirements governing quality, quantity, timeliness, and reasonable cost.

Job Summary

The following duties are normal for this position.The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.Other duties may be required and assigned.

Interprets, applies, and ensures compliance with state/local purchasing contracts and all applicable laws, rules, regulations, standards, policies and procedures; initiates any actions necessary to correct deviations; monitorsnew/proposed legislation for potential impact on County operations; confers with legal department regarding insurance and legal issues.

Serves as liaison between user departments and vendors in relation to purchasing functions; visits sites to gather information, analyze operations, become familiar with commodities used, and discuss product usage; coordinates communications between user departments and vendors.

Processes a variety of documentation associated with department operations, within designated timeframes and per established procedures; prepares complex proposals, formal contracts, bids, and quotes for goods/services; expedites time-sensitive requests or documentation.

Negotiates contracts for various professional services and/or construction projects; solicits bids or quotations from appropriate vendors; works with department staff to write bid specifications; determines need/type of insurance and bonding required for proposals; prepares construction bid documents and requests for proposals; prepares advertisements for publication; coordinates and facilitates pre-bid conferences; conducts bid openings and receives, logs, tabulates, and evaluates bids and quotations; conducts pre-qualifications to determine contractors' capability to provide equipment or service; manages proposal evaluation process and serves on Selection Committees; provides supervisor and/or departments with bid tabulation results and recommendations of lowest responsive/responsible bidder; presents bids to Board of Commissioners as required; negotiates pricing, terms, and conditions of potential contracts; prepares contracts for signature.

Manages the award process; advises user departments through bid/award process; receives, reviews, and recommends changes to department recommendations to ensure legality/equity of awards in accordance with federal, state and local purchasing guidelines; compiles agenda requests for Board of Commissioners and furnishes information to clarify agenda items.

Develops and maintains volume contractual agreements; evaluates and determines need/feasibility for contract or price agreements; determines whether a contract or price agreement should be renewed, re-solicited, or discontinued based on department feedback, usage information, market analysis, and forecasted future requirements.

Ascertains annual needs for County contracts; prepares related bids and award contracts; negotiates and monitors County contracts for cellular telephone and paging services; monitors County contract for natural gas services.

Performs contract administration; administers purchase orders, price agreements, and contracts; compiles contract documents for complex commodities, construction , and services; reviews bonds and certificates of insurance to ensure compliance with all requirements; monitors stages of contract execution; facilitates resolution of vendor/contractor performance problems in relation to contracts/agreements.

Performs project management; coordinates and monitors work of contractors and consultants; schedules construction work; reviews progress reports; reviews payment requests from contractors and approves as appropriate.

Prepares, receives, analyzes, interprets, and processes requisitions for purchase orders; reviews for completeness and accuracy of information; determines appropriate method of procurement; researches potential vendors and price options; locates sources for unique/unusual items; negotiates pricing, terms, and conditions of potential purchases; verifies/assigns appropriate accounting codes and verifies availability of funds for each item.

Assigns/issues purchase order numbers; enters purchase order data into purchasing system; mails/faxes purchase orders to vendors; maintains follow-up system to expedite orders; processes edits, voids, errors, corrections, or other changes to purchase orders.

Establishes and maintains qualified product/vendor lists; researches each vendor's capability to provide the commodity/service; compiles and maintains current bidder/source lists of vendors by commodity/service.

Evaluates and documents performance of vendors providing annual contracted services or contracted construction services.

Communicates with vendors regarding order placement, product information and pricing, order follow-up, resolution of problems/discrepancies, and other issues.

Communicates with department representatives regarding purchase of goods/services, purchasing guidelines, availability of goods under contract, or other issues; assists departments in determining their needs; serves as liaison between vendors and user departments.

Assists in resolving invoicing issues; matches invoices with purchase orders; reviews invoices for accuracy, researches discrepancies, and forwards for payment.

Conducts market analysis and informs user departments of market trends/conditions; compiles departmental usage data; analyzes price/availability of various products and their impact on County operations.

Maintains hard-copy and computerized files/records of contracts, purchase orders, and other purchasing activities.

Assists in conducting County surplus auctions.

Provides input regarding development or revision of policies/procedures relating to purchasing/procurement activities.

Compiles and/or monitors various statistical or administrative data; conducts research and makes calculations as appropriate; performs cost/price analysis; prepares reports and/or maintains records.

Conducts research and assists with special projects as assigned; researches potential equipment/materials for inclusion in annual contracts.

Prepares or completes various forms, reports, correspondence, logs, requests for proposal, bid documents, addendum, bid tabulations, contracts, activity reports, expedite reports, purchase requisitions, purchase orders, bidder lists, source lists, bid advertisements, open encumbrance reports, agenda requests, tables, spreadsheets, or other documents.

Receives various forms, reports, correspondence, bids, contracts, purchase requests, purchase orders, invoices, open encumbrance reports, technical drawings, specifications, agendas, budget reports, state/local contracts, purchasing records, product information, catalogs, policies, procedures, directories, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, purchasing, e-mail, Internet, or other computer programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; assists user departments with operation of computerized purchasing system and resolution of problems.

Communicates with supervisor, employees, County departments, sales representatives, vendors, contractors, consultants, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Maintains a current knowledge of applicable contracts, policies, and procedures; reads professional publications; attends trade shows, seminars, workshops, and training sessions as appropriate.

ADDITIONAL FUNCTIONS

Performs general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation, processing incoming/outgoing mail, or mailing bid packages.

Provides assistance to other employees or departments as needed.

Performs other related duties as required.

Minimum Qualifications

Associate's degree with course work emphasis in Purchasing, Procurement, Business Administration, or a related field; supplemented by four (4) years previous experience and/or training that includes contract administration, purchasing, procurement, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.