Deputy Purchasing Agent

1 month ago

New Haven, United States City of New Haven Full time
Introduction Are you interested in ensuring efficient and effective procurement processes within municipal operations? Do you possess a keen eye for detail and a knack for streamlining purchasing procedures? Look no further - an exciting opportunity awaits you as a Deputy Purchasing Agent in our dynamic municipal environment As a vital member of our team, you will work under the guidance of the Purchasing Agent, exercising independent judgment to coordinate, plan, and oversee all procurement activities for the City and Board of Education. With wide latitude for decision-making, you'll play a pivotal role in enhancing our procurement efficiency while adhering to city policies, state and federal laws, and regulations. If you're ready to take the next step in your procurement career and make a meaningful impact on municipal operations, apply now to join our dedicated team PRIMARY FUNCTIONS The Deputy Purchasing Agent works under the direction of the Purchasing Agent with wide latitude for the use of independent judgement; work is reviewed for conformance to city policies, procedures, state and federal laws, and regulations. This is responsible position to perform administrative and supervisory work in assisting the Purchasing Agent in coordinating, planning, organizing, and directing all activities related to City and Board of Education procurement.
Work involves frequent contact with vendors and department officials on purchasing policies, procedures, or questions. Upon assignment in the absence of a City Purchasing Agent, this position will act as the City Purchasing Agent.

Hybrid remote work options may be available after establishing work routines.
TYPICAL DUTIES AND RESPONSIBILITIES
  • Assists in the development of new or revised procedures in the interest of simplifications of operations and improvement of departmental services.
  • Assists with the preparation of the annual budget relating to Citywide purchasing and replacement of equipment, materials, supplies, and services.
  • Consults with departments regarding goods to be purchased which best meet their needs and completes related tasks regarding the same.
  • Assists with the preparation and writing of specifications for a variety of materials, equipment, and supplies.
  • Responsible for performing informal procurement activities, placing purchase orders and processing. requisitions for products and services from established vendors and providers
  • Assists Departments and City staff with formal bids to ensure requirements are met, insurance and bonding is in place, and that processes are properly controlled and filed.
  • Exercises direct contact with vendors/contractors to ensure performance and follow-up on alleged discrepancies and/or non-performance; works to resolve discrepancies, non-performance, or any contract/bid protests accordingly.
  • Assists City staff and vendors with all but the most complex questions and problems relating to procurement processes; responds to inquiries from the public and vendors by providing standard information and assistance.
  • Assists departments in monitoring on-going, re-supply or service contracts.
  • Responsible for research and analysis of products and services, product substitutions, price and quality differences, and shipping options; obtains warranties and quotes.
  • Works closely with vendors to obtain necessary documents for contracting and to facilitate payment process.
  • Conducts interviews with key stakeholders regarding procurement matters.
  • Establishes levels and maintains control of central office supply stock.
  • Maintains the City central procurement and other software related to procurement.
  • Performs related work as required.
EDUCATION, QUALIFICATIONS & EXPERIENCE Graduation from an accredited college or university with a bachelor's degree in accounting, finance, public administration, or related field with at least 3-5 years of related experience of procurement in a large-scale operation; or any equivalent combination of education and experience. KNOWLEDGE, EXPERIENCE, SKILLS & ABILITIES
  • Knowledge of municipal purchasing procedures, pertinent state and federal laws and city ordinances relative to bidding, types of equipment and materials purchased by a municipality and the sources of supply for these materials.
  • Thorough knowledge of bookkeeping principles and practices as applied to accounting transactions.
  • Knowledge of general procurement principles, practices, and methods.
  • Knowledge of basic governmental accounting methods and principles.
  • Knowledge of current software including MS Office Suite.
  • Ability to maintain complex procurement records and to prepare financial reports and statements.
  • Excellent oral and written communication skills
  • Excellent organizational skills.
  • Ability to establish and maintain effective working relationships with other employees and the public.
SALARY, BARGAINING UNIT & TERMS OF EMPLOYMENT

This is a General Fund, "Tested" position.

This position is included in a collective bargaining agreement with Local 3144, American Federation of State, County and Municipal Employees.

Bargaining agreements available to review HERE.

General Funded hires into this class are not covered by Social Security and will not pay Social Security taxes. They instead participate in the City Pension; the employee contribution rate is 10% of pay.

Employment is contingent upon the successful completion of: (1) a pre-employment background check, (2) a pre-employment physical examination, including pre-employment drug screening accordance with the City's Drug Free Workplace Policy*, and (3) a 90-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment.

Pursuant to the Federal Drug Free Workplace Act of 1988, The City of New Haven has a adopted a Drug Free Workplace Policy. The City of New Haven requires a pre-employment drug test, which includes screening for marijuana. Selection Plan

Applicants meeting minimum requirements may be invited to participate in a Civil Service exam process at a later date.

It is critical that you complete the application thoroughly and submit information as outlined above, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process. This information may be used to determine the eligibility list. As such, this job announcement should be considered the exam announcement, and submissions may be evaluated prior to the posted closing date.

Information regarding the employment and selection process can be found HERE.

Please note that the only method of communication with applicants for this position will be by email. You must provide a valid, working email address and you will need to monitor your email, including spam/junk folders, for correspondence from the New Haven Human Resources Department. Conclusion To apply for this opportunity:
  • Complete your User Registration. You are encouraged to save your Applicant Profile for future use.
  • You MUST click on the job posting you are interested in, and click Apply or Apply Online from within that posting.
  • MAKE SURE the job you are applying for is named at the top of the page as you review your application
  • Review or modify your application for that position
  • Click "Ready to Send App" or the "Send" tab; read page and click the attestation
  • Click "Send to City of New Haven"
  • You will be redirected to "CONFIRMATION OF EMPLOYMENT APPLICATION SUBMISSION"
  • You will also receive an email and text, if a number was provided, confirming your submission
  • If you do not receive this confirmation in the next 24 hours, your application has not been submitted - please contact us at NHJobs@newhavenct.gov
Please Note, your Profile is NOT an application for an open position. After you create your Applicant Profile, you must still click on a Job Title and complete the application as instructed for each position.

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