Purchasing Agent

Purchasing Agent

The Housing Authority of the City of Camden (HACC) is seeking a full-time Purchasing Agent as part of the Finance Department.

Join our team today and immerse yourself in a rewarding career for years to come

Under direction from the Chief Financial Officer, plans, organizes, and manages Procurement functions of the Housing Authority of the City of Camden; prepares procurement procedures; does other related duties as required.

All activities must support HACC’s mission, strategic goals, and objectives.

The ideal candidate for this role should have superior organizational skills, great attention to detail and motivational qualities.

Annual Salary range: Negotiable

Successful candidates will be subject to satisfactory drug and criminal background screenings before hiring.

Please note that we are an equal employment opportunities employer.

Required Qualifications and Education:

The minimum educational and qualifications required to be a Purchasing Agent are:

• Graduation from an accredited college or university with a Bachelor's degree or an Associate’s degree and related work experience which demonstrates the ability to perform the duties as described herein. Preferred, but not required.

• Preferred experience as an individual that has been certified by the New Jersey State as a qualified purchasing agent or be eligible to take the New Jersey State examination for a qualified purchasing agent certificate. In accordance with N.J.S.A. 40A:11-9, applicants will be required to possess a valid New Jersey Qualified Purchasing Agent (QPA) certification or its equivalent within one (1) year of hire.

• Must have experience in the State of NJ “Local Public Contracts Law”. Prior experience in procurement with a public housing agency is desired but not mandatory.

• Proficient in Word, Excel, Access and QuickBooks (or other similar accounting software).

• Ability to establish and maintain effective working relationships with peers, superiors, residents, community service agencies, and the public.

The Housing Authority of the City of Camden offers a competitive starting salary. Interested and qualified candidates may apply in confidence by submitting a cover letter, resume and compensation requirements to the Career Center located in the ADP link below.

HOUSING AUTHORITY OF THE CITY OF CAMDEN

JOB DESCRIPTION

POSITION TITLE: Purchasing Agent

DEPARTMENT: Finance

REPORTS TO: Chief Financial Officer

Employment Status: Regular Full-time

40 hours per week

Union Status: None

FLSA Status: Exempt

SUMMARY: Under direction from the Chief Financial Officer, plans, organizes, and manages Procurement functions of the Housing Authority of the City of Camden; prepares procurement procedures; does other related duties as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following but are not limited to the job specifications contained herein. Additional duties or job functions that can be performed safely may be required as deemed necessary by supervisory personnel.

• Ensures compliance with all local, state, and federal procurement regulations with respect to the purchase of goods and services and construction work.

• Coordinates formal procurement activities including assisting in the preparation of requests for proposals and receipt and evaluation of formal bids received. Prepares and updates a comprehensive procurement and contracting log and all appropriate files and documentation required for effective procurement monitoring.

• Establishes and develops accepted purchasing methods and records in accord with prescribed laws, rules, regulations, standards, policies, and procedures.

• Reviews requisitions for operating and maintenance equipment, materials, and supplies.

• Locates and investigates reputable sources of supply.

• Prepares bid specifications, drafts solicitations, and advertisements for review and/or approval.

• Prepares RFP’s and contracts for labor force needs, including those for legal counsel handling labor and employment matters.

• Works with internal union negation team involving necessary contracts.

• Reviews solicitations responses for content, and, after thorough analysis, makes recommendations for acceptance or rejection of bids.

• Communicates directly with vendors by telephone and email.

• Interviews vendors to determine product line and usefulness.

• Handles complaints of vendors and staff by taking the proper action.

• Develops and implements a centralized purchasing system including all necessary procedures, forms, and files.

• Records claims of vendors for materials and services.

• Prepares periodic reports and statements.

• Maintains vendor lists.

• Prepares purchasing procedures and bill payments.

• Confers with other department representatives on the standardization of supplies used and the need for specialized equipment.

• Establishes and maintains needed records and files.

• Is responsible for obtaining professional, consulting, and other services on a contractual basis.

• May be responsible for the management of a central storeroom.

• Will be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

• Creates and maintains contract register, logs and files.

• Attends various workshops, internal and external consultant meetings, including Board of Commissioners meetings.

• Knowledge of Computer Skills, Data Entry, Microsoft Office Skills.
• Additional duties as assigned.

REQUIREMENTS AND PERFORMANCE GOALS:

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

• Ability to review and prepare specifications.
• Ability to recommend suitable action on bids.
• Ability to establish and maintain purchasing and other records.

• Proficient in MS Office Applications, Word, Excel, Power Point, Outlook and Internet.

• Effective verbal and written communication skills.
• Effective time management skills.
• Ability to prepare reports and official correspondence and maintain essential records and files.

• Ability to speak before large and varied groups of people and lead discussions.
• Ability to use computer applications such as spreadsheets, word processing, calendar, e-mail and database software.
• Ability to read, write, speak understand and communicate in English sufficiently to perform the duties of this position.
• Ability to understand, remember and carry out oral and written directions.
• Ability to work harmoniously with associates and others. Responsible for courteous, efficient response at all times.

MINIMUM TRAINING AND EXPERIENCE:

• Graduation from an accredited college or university with a Bachelor's degree or an Associate’s degree and related work experience which demonstrates the ability to perform the duties as described herein. Preferred, but not required.

• Preferred experience as an individual that has been certified by the New Jersey State as a qualified purchasing agent or be eligible to take the New Jersey State examination for a qualified purchasing agent certificate.

• Must have experience in the State of NJ “Local Public Contracts Law”. Prior experience in procurement with a public housing agency is desired but not mandatory.

• Proficient in Word, Excel, Access and QuickBooks (or other similar accounting software).

• Ability to establish and maintain effective working relationships with peers, superiors, residents, community service agencies, and the public.

LICENSE: In accordance with N.J.S.A. 40A:11-9, applicants will be required to possess a valid New Jersey Qualified Purchasing Agent (QPA) certification or its equivalent within one (1) year of hire.

SUPERVISORY RESPONSIBILITIES: None.

LANGUAGE SKILLS: Ability to read a limited number of two and three-syllable words and basic numbers. Ability to speak simple sentences.

MATHEMATICAL SKILLS: Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.

REASONING ABILITY: Ability to apply common sense understanding to carry out detailed and involved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly exposed to outside weather conditions. The noise level in the work environment is usually moderate.

NEW JERSEY RESIDENCY LAW: Pursuant to “New Jersey First Act,” N.J.S.A. 52:14-7 (P.L. 2011, Chapter 70), effective September 1, 2011 all newly hired employees of State and local government must reside in the State of New Jersey, unless exempted under the law. If you do not reside in New Jersey, you have one (1) year after the date of hire to relocate your residence to New Jersey. If you not do so, you are subject to removal from your office, position or employment.

This job description is not an employment agreement, contract agreement, or contract. Management has exclusive right to alter this job description at any time without notice.

I, __________________________________________ have read the above job description for my position, I fully understand the contents, and I shall perform these duties to the best of my ability.

Employee Signature ____________________________ Date: ______________