Purchasing Agent

Target Hiring Range: $79,753.678 to $83,951.24 Annually

The Purchasing Agent is responsible for managing and overseeing all aspects of the City's procurement operations, serving as the procurement authority for equipment, supplies, and services required by City departments. This position ensures compliance with state and local procurement laws, develops and implements procurement policies and procedures, and manages formal and informal competitive bidding processes. The Purchasing Agent acts as the procurement manager for the City, coordinating vendor relationships, contract administration, and warehouse operations while providing training and technical support to City departments. This position reports to the Finance Manager and requires expertise in governmental procurement regulations, contract management, and vendor relations.

Procurement Operations Management (50%)

• Manages comprehensive day-to-day procurement processes including review of purchase requisitions, quote expenditure authorizations, and compliance verification with state procurement laws and City policies
• Reviews purchase requests for thoroughness, adequate funding sources, appropriate authorization signatures, and compliance with competitive bidding thresholds
• Investigates and identifies qualified vendors and suppliers for various equipment, supplies, and services while exploring cooperative purchasing opportunities
• Approves purchase requisitions, creates purchase orders, and monitors delivery coordination between vendors and City departments
• Ensures formal competitive bid processes are not circumvented through purchase splitting or other inappropriate practices
• Maintains comprehensive procurement records and documentation to support audit requirements and policy compliance

Formal Procurement and Contract Management (25%)

• Develops and manages formal procurement processes including competitive sealed bids, requests for proposals (RFPs), and requests for qualifications (RFQs)
• Determines appropriate procurement methodology based on purchase type, dollar amount, and regulatory requirements
• Prepares comprehensive bid specifications, scopes of work, and procurement documents in coordination with user departments
• Conducts formal public bid openings, evaluates proposals, and coordinates award recommendations with appropriate approval authorities
• Administers City contracts and price agreements including monitoring compliance with terms, conditions, and performance requirements
• Coordinates contract renewals, modifications, and terminations while ensuring proper legal review and authorization

Vendor Relations and Warehouse Operations (10%)

• Establishes and maintains vendor master files including verification of insurance, licensing, and financial qualifications
• Coordinates vendor inquiries during procurement processes and maintains professional relationships with supplier community
• Manages City-leased warehouse operations including space allocation, inventory control, and compliance with fire and building codes
• Oversees surplus property disposal through public auction coordination with professional auctioneers
• Maintains City Hall storeroom operations ensuring adequate inventory levels and availability of commonly used supplies
• Reviews and approves vendor payment processing in coordination with Accounting division

Training and Policy Development (10%)

• Provides comprehensive training to City departments on state procurement laws, City purchasing policies, and procurement procedures
• Conducts training sessions on online purchasing systems, requisition processes, and competitive bidding requirements
• Develops and maintains procurement policy documentation including procedures manuals, training materials, and compliance guidelines
• Stays current with changes in state procurement laws, regulations, and best practices to ensure ongoing compliance
• Prepares policy recommendations and procedural improvements to enhance procurement efficiency and compliance
• Serves as technical resource for departments on procurement-related questions and issues

Special Projects and Compliance (5%)

• Coordinates legal notice publication for formal procurements and manages advertising account relationships
• Manages online purchasing system administration including approval authority matrices and user access controls
• Prepares procurement-related reports including annual procurement statistics, vendor utilization reports, and compliance summaries
• Participates in special projects including system implementations, policy updates, and process improvement initiatives
• Ensures compliance with HUB (Historically Underutilized Business) participation goals and minority business enterprise requirements where applicable

• Bachelor's degree in Business Administration, Public Administration, Supply Chain Management, or related field from an accredited institution
• Minimum of five (5) years of progressively responsible procurement or purchasing experience, preferably in governmental environment
• Thorough knowledge of Texas procurement laws, competitive bidding requirements, and governmental contracting procedures
• Experience with contract administration, vendor management, and formal procurement processes

• Knowledge of cooperative purchasing programs and intergovernmental agreements

• Knowledge of: Texas Government Code procurement requirements, competitive bidding laws and procedures, contract administration principles, vendor qualification and evaluation procedures, governmental accounting and budget principles, warehouse and inventory management practices, and applicable federal procurement regulations for grant-funded purchases
• Skill in: Complex procurement process management, contract negotiation and administration, vendor relationship development and management, policy development and implementation, training program design and delivery, and problem identification and resolution in procurement operations
• Ability to: Manage multiple complex procurement projects simultaneously, interpret and apply procurement laws and regulations, communicate effectively with vendors and City staff, develop and maintain professional vendor relationships, provide technical guidance and training to City departments, and adapt to changing regulatory requirements and best practices

Special Requirements: Employment is conditional upon successful completion of a criminal background check

Work Environment: Work is performed in a climate-controlled office environment with extensive computer and billing system usage. Position requires prolonged periods of concentration on detailed billing data and occasional lifting of materials up to 25 pounds. Regular interaction with customers, utility departments, and external agencies is required. Some overtime may be necessary during billing cycles, system implementations, and special projects.