Purchasing Agent

POSITION DESCRIPTION

Purchasing Agent

I. POSITION SUMMARY

a. Selects vendors and procures materials, supplies and equipment for the cooperative. Maintains and controls purchase order records with approval.

b. FLSA

Status : Non-exempt

II. INTERNAL RELATIONSHIPS

a. Reports to: Vice President of Engineering and Operations

b. Supervises: None

III. MAJOR RESPONSIBILTIES

a. Prepares purchase orders and bid requests.

b. Obtains prices, quotes and bids; prepares requisitions and verifies invoices from suppliers.

c. Manages the ordering, receipt, storage and issuance of materials, equipment, and office supplies.

d. Input received materials into the computerized inventory system

e. Prepares data for specifications for formal bids and purchases quality operations items at competitive prices ensuring compliance with system specifications and delivery schedules. Meets with vendors to discuss purchases, stays up to date on specifications and costs.

f. Coordinates and obtains approval from department managers on high-dollar purchases.

g. Verifies monthly special equipment, physical inventories as entered by Warehouse Coordinator. Conducts spot checks on monthly physical inventory as conducted by Warehouse Coordinator.

h. Conducts year-end inventory.

i. Assists independent auditors with questions and/or provides documentation regarding inventory counts.

j. Assists warehouse coordinator with information about future orders, including special jobs.

k. Opens/Closes work orders in accordance with RUS accounting procedures.

l. Maintains records necessary for work order accounting to support the formulation of work plans and reports as required by RUS and other regulatory agencies.

m. Processes work plan project work orders by converting construction units into their various components.

n. Reconciles material sheets to reflect inventory items used on each project.

o. Maintains records necessary for work orders.

p. Prepares various invoices and reports for cooperative programs.

q. Works with Staking Technician setting up, adjusting and invoicing consumers for completed work.

r. Performs month-end, year-end close out and reconciliation of accounts.

s. Orders and maintains uniforms for line crews. The above statements are intended to provide a general description of responsibilities and not an exhaustive list of all duties. The Purchasing Agent shall be required to perform any other duties assigned to fulfill the objectives of the Cooperative.

IV. EXTERNAL RELATIONSHIPS

a. Suppliers:

V. POSITION REQUIREMENTS

a. Job knowledge, training and experience: A high school diploma or equivalent required.

Associate degree preferred. You must have a minimum of 5 years' experience. Knowledge of electric distribution system and RUS specifications required.

b. Equipment operated: ________________

c. Abilities and skills:

i. Must have basic computer navigation and query capabilities.

ii. Must have or be able to obtain knowledge of cooperative material management policies and guidelines to ensure consistent quality products.

iii. Must have the ability to read, interpret, and present numerical data effectively.

iv. Must have the ability to make decisions using sound and accurate judgment.

v. Must be skilled in organizing & maintaining vendor and supplier catalogs and literature to keep up to date on new equipment and materials.

vi. Must have the ability to contact vendors on unplanned purchases and develop and maintain good vendor relationships.

vii. Must have the ability to file, post and mail materials and copy data from one record to another to organize materials from requisitions, purchase orders, receiving, charge outs, computer postings and filing reports. viii. Must have the ability to communicate effectively and tactfully with management and co-workers both orally and in written form.

d. Physical effort: While performing the duties of this job, the employee is regularly required to walk, talk and hear. Must be able to lift, push and/or pull up to 20 pounds without assistance. Must be able to perform all activities in the job description with or without reasonable accommodation.

e. Working conditions: Most of the work in this position is performed inside. Must be able to work overtime during storms and outages.

EEO/AA Employer of Minorities/Females/Disabled/Veteran