Sr Purchasing Agent - 001855

Purpose/Description

Under the general supervision of the Department Administrator, the Senior Purchasing Agent independently performs more routine and non-routine procurement activities. Duties include preparing solicitations for quotes, invitations for bids and requests for qualifications; advertising and distributing solicitations; evaluating and processing noncompetitive procurements and computing and evaluating submitted quotes and bids; and preparing and distributing purchasing orders to suppliers.

Workday Activities

• Required Knowledge

• Knowledge of statutes, ordinances, regulations, and policies governing procurements in the County of Wayne.

• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

• Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology

• Required Tasks

• Solicits formal and informal bids and quotations for materials, products, or services.

• Prepares specifications and standards for supplies, materials, equipment, or services.

• Advertises and distributes solicitations in accordance with legal requirement, the Procurement Ordinance and established process and procedures

• Compares and evaluates bid proposals and supplier quotations.

• Facilitates independently scheduling and managing evaluation committee meetings, reviewing, and summarizing information included in proposes, conducting reference checks of supplies.

• Designates successful bidder and terms of payment and delivery.

• Checks the financial responsibility of suppliers and quality of items delivered.

• Follows up and expedites the delivery of products and services

• Researches and keeps abreast of sources of supply, developing and expanding lists of vendors in specific fields.

• Communicates with vendors to receive and disseminate information concerning bids, purchase orders, delivery, and payment.

• Maintains necessary records and files to document procurement activities.

• Performs other related duties as assigned.

• Specific types of tools utilized

• MS Outlook (e-mail)

• MS Word

• Access

• JDEdwards

• Supervision or Managerial Responsibility

• The Sr Purchasing Agent will not have any supervisory functions within this role.

• Compliance and Standards

• Maintain compliance per the Wayne County Procurement Ordinance.

• Maintain compliance per the guidelines and rules of the State of Michigan procurement practices.

• Administrative Duties

• Communicating with Supervisors, Peers, or Subordinates

• Consistent communication with Supervisor

• Coaching and Developing Others

• Coordinating the Work and Activities of Others

• Monitor Processes, Materials, or Surroundings

• Decision Making-Impact of Decisions on internal/external partners

• Organizing, Planning, and Prioritizing Work

• Communicating with External Networks

• Personal Interaction

• Continual Learning-Updating and Using Relevant Knowledge

• Requires coordinating or leading others in accomplishing work activities

• Requires work with external customers or the public

• Requires work with others in a group or team

• Requires making decisions that affect other people, the financial resources, and/or the image and reputation of the organization

• Requires making decisions that impact the results of co-workers, clients or the company

• Mistakes are not easily correctable and have serious consequences

• Opportunity to make decisions without supervision

• Educational Requirements

• Bachelor's degree from a recognized college or university in Business Administration, Public Administration, or a related field.

• Experience Requirements

• Two (2) years of full-time experience as a Buyer, Purchasing or Procurement Agent, procuring supplies, equipment, and services for a public procurement department or four (4) years of full-time private buyer experience.

• Additional equivalent experience or education may be used in lieu of the requirements at the discretion of the Department of Personnel/Human Resources.

• Systems Skills Requirements

• Technical Skills Requirements

• Technology-Software/Hardware Skills

• Hardware: Scanner

• Fax machine

• Telephone

• Printer

• Desktop computers and or Laptop computer

• Software: Knowledge of MS Word

• MS Excel

• MS Outlook (e-mail)

• Social Skills Requirement

• Active Listening

• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

• Speaking- Talking to others to convey information effectively.

• Active Engagement

• Giving full attention to what other people are communicating, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times, and conveying information effectively.

• Coordination

• Adjusting actions in relation to others' actions.

• Instructing

• Teaching others how to do something.

• Negotiation

• Bringing others together and trying to reconcile differences.

• Persuasion

• Persuading others to change their minds or behavior.

• Service Orientation

• Actively looking for ways to help people.

• Social Perceptiveness

• Being aware of others' reactions and understanding why they react as they do.

• Communication Skills Needed

• Requires telephone conversations

• Requires use of electronic mail

• Requires writing letters and memos

• Requires face-to-face discussions with individuals or teams

• Requires contact with others (face-to-face, by telephone, or otherwise)

• Complex Problem-Solving Skills Requirement

• Complex Problem Solving

• Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

• Negotiating

• Ability to negotiate pricing and terms with suppliers

• Conflict Management Skills Needed

• Includes conflict situations

• Other Equipment Used