Purchasing Agent

JOB DESCRIPTION:

The Purchasing Agent oversees, manages, and negotiates the purchase of products, supplies and equipment for the Municipal City of Gary, and prepares the list of supplies and other products to be bid for the City. The Purchasing Agent also administrates and directs the Central Purchasing Unit which includes, but is not limited, to training staff on the purchasing process, making sure that employees and vendors adhere to the policies and procedures of the Finance Department and state regulations in processing requisitions based on quotes or bids.

The Purchasing agent is responsible for examining quotes and requisitions for compliance prior to final approval and generating a purchase order. Coordinates with the Internal Auditor and Receiving Manager to assure efficiency effectiveness, and accountability for inventory control over purchasing.

• Responsible for daily automatic processing of requisitions, and problem-solving within the scope of the Finance’s Departments or the RDS company’s ability, if otherwise referred to IT department for resolution.
• 1st approval of requisitions, and establish purchased orders, after final approval.
• Provide training to department staff regarding City of Gary purchasing policies, and statutory requirements, as well as training on the use of the RDS system for purchasing.
• Responsible for modifications and closure of purchase orders, upon recommendation of the Department Head or Controller.
• Communicate with vendors on the purchasing policies of the City, and offers resolution of any purchasing problems between vendor and the City.
• Coordinates with the Internal Auditor and Receiving Manager, tagging of merchandise, inventory control, inventory management, and inventory accountability.
• Prepares the Accounts Payable Board List for Boar of Works
• Attends the weekly Board of Works meeting
• Verifies the availability of funds for contracts of services, and product and goods to be purchased.
• Responsible for high degree of tact and diplomacy in dealing with vendors and department heads.
  • Enter data and maintain the Vendor Maintenance file assuring TIN numbers and addresses (email or physical) are stored properly.
  • Annually prepares the 1099 and 1099R to be distributed according to statutory requirements
  • Responsible for ensuring purchasing procedures for Federal and State statures and ordinances are carried out properly by other departments, as well as, the Finance Department.
  • Responsible for obtaining correct signatory authority all purchasing documents
  • Perform other duties assigned by Controller or Deputy Controller.

QUALIFICATIONS:

• Bachelor’s Degree in Accounting, Business Administration or related field
• Purchasing experience required.
• Experience in analyzing and recording governmental transactions.
• Experience with spreadsheets and accounting software
• Comprehensive knowledge of office terminology, office procedures, and office equipment.
• Ability to maintain office files, correspondence, and other materials in an efficient and confidential manner.
• Ability to offer excellent customer services, and follow-up with oral and written instructions with excellent oral and written communication and interpersonal skills, with other employees and general public.
• Strong PC skills using spreadsheets, word processing, and accounting software.
• Ability to make decisions in accordance with laws, ordinances, regulations and established policies.