Purchasing Agent

Job DescriptionJob DescriptionPosition Overview
The Purchasing Agent will represent Cleveland County to ensure the procurement of construction, goods, and services.  The Purchasing Department compiles information and records to prepare purchase orders to acquire material for all Cleveland County Departments. This position requires excellent communication skills, attention to detail, and the ability to work efficiently in a fast-paced environment while upholding ethical standards and legal regulations.

Compensation

• From $60,000.00 to $65,000.00 based on education and experience.

Primary Duties and responsibilities

• Represents Cleveland County at all times.
• Responsible for performance management and motivation of Personnel.
• Troubleshoots and problem solves daily responsibilities.
• Maintains knowledge of all working projects and jobs within the office.
• Conducts performance evaluations, implementing policies, hiring, and terminations.
• Demonstrate professional and ethical behavior and maintain an appropriate level of confidentiality and discretion.
• Prepares instructions regarding purchasing systems and procedures.
• Advise Departments regarding current Statutes and State Auditor requirements.
• Represents Cleveland County at public and private sector meetings.
• Open bids in the Board of County Commissioners meetings.
• Ability to follow instructions, prioritize tasks, and make decisions effectively.
• Responsible for yearly budget preparation, goals and objectives.
• Issues requisitions from Munis System (current system).
• Acts as Requisition Officer, approves all requisitions submitted by various departments, writes specifications for supplies, materials, and equipment in sufficient details, completes Requisition-Purchase Order-Claim forms, and maintains vendor list and records of suppliers, products, and services.
• Orders, prepares and mails 1099’s for IRS and State.
• Verify P-Card requests, make sure all receipts are attached, and create forms for P-Card statements to run through meetings.
• Ensures compliance in competitive contracting (i.e. competitive biddings) process consistent with applicable statutes    and related rules and regulations.
• Serves as liaison and represents county in pre-bid/proposal conferences with prospective contractors/vendors; plays   role in arbitrating disputes between suppliers and agencies; recommends termination of contract when appropriate.
• Scans appropriate documents and Bids
• Performs various cost analysis activities for procurement of equipment, supplies, products, etc., and develops specifications for bids.
• Scans appropriate documents and Bids.
• Write, prepare and request bids for mailing, under Title 61 (Buildings over $50,000).
• Compiles and maintains a qualified bidder’s list. Establishes and maintains contracts.
• Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.
• Enters, retrieves, updates, verifies, and deletes information from electronic files.
• Keeps informed of Purchasing office details and advises County Commissioner of problems.
• Arranges for disposal of surplus materials.

Knowledge, Skills and Abilities

• Thrives in fast-paced environments: Works well under pressure, stays calm and focused, prioritizes tasks, and adapts to changing circumstances while maintaining professionalism.
• Possess strong analytical and problem solving skills:  accurately interprets instructions and guidelines, analyzes complex situations, identifies key issues, patterns, and connections, and develops logical solutions. Proficient in critical thinking, anticipating potential problems, and innovatively addressing them.
• Demonstrate excellent planning and organizational skills: Show strong planning and organizational abilities, including setting clear objectives, breaking down tasks into manageable steps, delegating when needed, and consistently meeting deadlines. Also adept at adapting to changing circumstances by developing contingency plans.

Physical Demands and Work Environment

• This position works in a comfortable office setting with a computer for a large percentage of the workday. 
• The noise level in the work environment is usually mild. 
• Ability to stand, reach, and bend 50% of the time.
• Ability to lift 25 lb.

Minimum Qualifications

• High School Diploma or equivalent; Associate’s or bachelor’s preferred
• 2 years of purchasing experience with responsibilities directly related to procurement functions.
• Ability to read, analyze, and interpret the most complex documents.  Ability to respond effectively to the most sensitive inquiries or complaints.  Proficient in Microsoft Office, Microsoft Excel and Microsoft Outlook.
• Applicants must be currently authorized to work in the United States on a full-time basis without sponsorship.
• Successful completion of a pre-employment background check
• Must possess a valid driver's license from a U.S. State or Territory to perform necessary job-related travel.

Benefits Highlights
Cleveland County is proud to provide a comprehensive benefits package designed to support our employees and their dependents. Our benefits include:

• Several health, dental and vision options for both employees and employees + dependents.
• 14 paid Holidays, 15 days of Vacation and 15 days of Sick Leave per year.
• Retirement Savings Plans.

About Cleveland County

Cleveland County is an Equal Opportunity Employer. Reasonable accommodation to individuals with disabilities may be provided upon request.

 

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