Job Title

Job Family

Job Code

Job Exempt

Purchasing Agent I

Seiu_Professional

ABM01

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

S14

Salary

$25.21

$32.15

$39.09

Job Description

Performs professional and administrative work in the procurement of a variety of materials, supplies, and equipment for the City of Orlando and developing/administering annual term contracts. Work includes responsibility for reviewing requisitions, preparing purchase orders, requests for proposals, annual contracts, evaluating bids, conducting market surveys, and resolving problems with vendors. Work is performed within defined purchasing policies. However, employees must exercise considerable independent judgment and initiative in the review and evaluation of departmental requests, specifications, bids, and proposals and the resolution of problems. Performance is reviewed through meetings, analysis of reports, and results obtained to ensure conformance with established policies.

Minimum Qualifications:

Bachelor's Degree in Business Administration or related field plus six (6) months to one (1) year of experience in buying and procurement, preferably in a governmental environment; or an equivalent combination of education, training, and experience. Industry standard procurement certification(s) such as CPPB (Certified Public Purchasing Buyer), CPPO (Certified Public Purchasing Officer), CPM (Certified Purchasing Manager), AAP (Accredited Purchasing Practitioner), or CPSM (Certified Professional in Supply Management) preferred.

Additional Qualifications for Promotion:

Promotions are not to be considered an automatic function of longevity and are subject to the review and authorization of the Supervisor. The employee’s last performance review must have resulted in an overall rating of Meets standards or better with no factor rating of less than meets.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Solicits and analyzes quotations from vendors to insure that purchases comply with specifications and requirements; interviews vendors and their representatives and develops reliable suppliers by constant evaluation of their service and performance. Obtains the lowest prices consistent with quality and quantity; expedites shipments by contacting vendors regarding errors, incorrect shipments and other discrepancies, and effects equitable solutions.

Prepares invitations to bid and request for proposals based on regulations pertaining to funding sources involved, applicable laws, current market place conditions and lead time for material specified. Conducts pre-bid, bid hearings and related meetings. Analyzes bids and proposals to ensure all specifications are met. Recommends selection of bids that provide the best price, quality and delivery time. Notifies vendors of selection.

Conducts pre-bid/proposal conferences, participates in Procurement Committee meetings and oral presentations. Conducts bid and proposal openings.

Purchasing supplies, equipment and services in accordance with established policy and the City's Purchasing Code.

Formulates and prepares City Council agenda items, term contracts, contract amendments, IFD addenda, and change orders.

Evaluates bids and proposals to determine most responsive and responsible submittal; evaluates responses, pricing data, scope of services and contract terms.

Reviews departmental requisitions and consults with personnel on their needs; provides technical assistance and recommends changes or substitutions whenever necessary to reduce cost, improve quality and/or facilitate delivery. Provides verbal and/or written guidance as requested to various offices, departments and agencies to ensure proper long range planning for the purchase of goods and services.

Researches to forecast future price trends, to determine product availability, to evaluate substitutions, and to ensure the most efficient allocation of City funds. Ensures all contract documents are properly executed and current including Agreements and any amendments thereto, insurance certificates, performance and bid bonds, warranties, etc.

Coordinates with City Attorney for review and approval of Invitations to Bid, Requests for Proposal and Term Contracts. Reviews change orders to track cumulative contract increase or decrease and reviews amendments/task authorizations and pay requests for conformance to contract terms and conditions.

Maintains purchase orders and requisition registers; keeps files of vendors from whom bids have been requested, and records bids received; receives quotations for materials, supplies and services; conducts pre-bid meetings and bid openings. Advises other departments on establishing material standards, proper specifications, quotations, delivery terms and costs.

Develops forms and procedures for contract administration and maintains computerized database for monitoring and tracking of commodity contracts. Formulates standard contract terms and conditions. Follows up on all purchases and monitors open purchase orders; resolves all questions raised by vendors or originating departments, ensuring satisfactory resolution of problems.

Provides assistance to user agencies by providing information, guidance and interpretation of current purchasing policies, procedures, laws and regulations. Read and reviews publications and ordinances to keep abreast of changes to legislation that impacts on the purchasing function.

Develops a continuous source of supplies in support of using agencies MRO requirements with reliable vendors through development, award, and administration of annual contracts.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of large scale governmental purchasing methods and procedures, and the laws, rules and regulations governing governmental agencies.

Knowledge of methods and procedures concerning preparation of formal bid tabulations and recommendations for award.

Knowledge of the grades, quantities, supply sources and marketing conditions of a wide variety of commodities frequently used in municipal operations.

Considerable knowledge of accounting principals as they relate to procurement.

General knowledge of shipping and receiving regulations and procedures.

Ability to prepare bids and contracts in final form.

Ability to exercise sound judgement and arrive at valid conclusions.

Ability to obtain and interpret market prices and trends, and to apply such interpretations to procurement problems.

Ability to prepare written and oral reports concerning purchasing practices in the City.

Ability to establish and maintain effective relations with suppliers and other members of the public with whom contacts are essential.

Ability to maintain detailed records and perform a variety of related tasks.

Position in Vehicle Parts requires skill in the operation of forklift, and performs duties under sometimes-adverse conditions such as exposure to noise, insects, chemicals and fumes. Work requires the ability to lift items up to 50 lbs. And bending, climbing, reaching, to store or retrieve items.

Must be computer literate and completely familiar with Internet computer software programs and Windows '95 applications such as Excel.

Knowledge of contract laws and contract administration principles, policies, regulations, and procedures to administer a variety of commodity contracts.

Career Promotional Path:

Last performance appraisal must have resulted in an overall rating of Meets Standards or better with no goal rating less than Meets Standards.