PURCHASING AGENT 2022- 02079

CITY OF FAYETTEVILLE-HR   Fayetteville, AR   Full-time     Administration / Clerical
Posted on November 5, 2022
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Salary  $49,420.80 - $73,840.00 Annually
Location Fayetteville, AR
Job Type
Full Time
Department
PURCHASING (160)
Job Number
02079
Essential Job Duties

The City of Fayetteville is committed to attracting, engaging and rewarding a multi-generational workforce.  By offering a total rewards package including competitive compensation and benefits plans and a purposeful work life, the City is an employer of choice focused on serving our community


  1. Provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees (especially members of their own team), and have regular and reliable attendance that is non-disruptive. 
  2. Monitor purchases for compliance to City ordinances, state laws and City policies.
  3. Coordinate and assist departments in compiling information for request for proposals, bids, and request for qualifications; coordinate information to procure services, equipment, materials and supplies, and monitor preparation and distribution of proposals and bids to vendors.
  4. Draft, revise and implement annual contracts for various services, products, and agreements.
  5. Develop and/or implement strategic procurement plans, procurement policies and procedures, delegated procurements, quality control systems, procurement training, and electronic procurement systems.
  6. Manage and establish competitive solicitation schedules to ensure successful project completion on a timely basis.
  7. Review solicitations to ensure compliance with City policies, state laws and other requirements.  Identify opportunities for solicitation enhancements.
  8. Prepare complex and descriptive technical specifications, bid documents, and contracts.
  9. Compile and manage information to develop city-wide blanket contracts and monitor spending to ensure compliance and use of blanket contracts.
  10. Assist with establishing standard contract clauses for use in contracts and solicitations.
  11. Assist in managing a contract administration system designed to ensure contractors and vendors are performing in accordance with the terms and conditions of existing City contracts.
  12. Prepare and maintain accurate records and documentation on all formal solicitation activities.
  13. Research market sources and vendors to locate and ensure cost effective and competitive pricing for the purchase of supplies and services.
  14. Manage and monitor third party vendor consolidated sub-accounts for City staff. Create and deactivate user accounts for employees as necessary for vendors and other third-party accounts as needed.
  15. Manage and maintain Purchasing’s web pages.
  16. Manage the receiving, tabulating, and recording of bids and public bid openings.  Evaluate bids to determine compliance with bid specifications, purchasing policies, state and federal laws.
  17. Analyze proposals and bids received from vendors in order to assist departments with procurement recommendations to Mayor and City Council.
  18. Analyze current procurement activities and recommend improvements through more efficient procurement methods, e-procurement, quantity discounts, standardization, value analysis or cooperative purchasing to the Sr. Purchasing Agent.
  19. Manage procurement card (P-Card) program.  Add funds to P-Cards as needed, in compliance with policy, issue new cards to employees and conduct P-Card training for cardholders.
  20. Manage the selection committee process, as outlined in the City purchasing policies. This includes working with the Finance Director and Mayor to form committees.
  21. Manage reverse auctions, internet bidding, and assist in management of negotiated procurements and coordinate proper sale and disposal of City owned property, materials, equipment and scrap materials.
  22. Conduct research, evaluate findings, and make recommendations on procurement matters.  Evaluate bid and performance bonds to ensure the City has coverage as required by state law.
  23. Calculate and report quarterly performance results.
  24. Manage inter-departmental billing associated with various copiers and multiple city departments.
  25. Perform special projects as assigned.
  26. Maintain effective relationships with other purchasing professionals to stay informed about case law updates and best purchasing practices.
  27. Maintain the integrity of the public procurement process and conduct public business with integrity and professional ethics.
  28. Perform other duties as assigned.

 

Secondary Job Duties

 

  1. Serve as backup to review purchase requisitions for account information, compliance with City ordinances, and state and federal laws.  Consult with appropriate parties to address discrepancies.
  2. Secondary duties as assigned.

 

Minimum Qualifications

 

  1. Associate’s degree from two-year college or university in a business related field and two (2) years of progressively responsible procurement experience.  Public sector procurement experience is preferred.
  2. Valid Driver’s License.
  3. Must successfully pass criminal background check, including but not limited to convictions, guilty pleas, or no contest pleas to violent offenses, theft offenses and any offense under A.C.A. 21-15-103 and A.C.A. 21-15-111.
  4. Obtain Certified Professional Public Buyer (CPPB) and NIGP-CPP within five years of hire date.
  5. Experience in the application of modern principles and practices of large-scale procurement and supply-chain management.  
  6. Knowledge of laws, business practices, and policies and procedures related to procurement and purchasing. 
  7. Possess the ability to understand, apply, and administer purchasing policies and procedures, as well as state and federal purchasing regulations.
  8. Ability to develop and maintain effective and cooperative working relationships with other departments, employees, suppliers and other public agencies.
  9. Possess strong organizational skills.
  10. Ability to coordinate, manage, problem solve, strategize, schedule, analyze, and plan.
  11. Ability to use judgment and initiative in making recommendations and resolving problems that are highly complex and sensitive in nature.
  12. Be able to work independently, utilizing discretion and sound judgment and coordinate the efforts of diversified interests.
  13. Effectively communicate with others orally and in writing often under complex conditions that require good judgment.  
  14. Be able to work independently, utilizing discretion and sound judgment and coordinate the efforts of diversified interests.
  15. Must be proficient in the use of a computer and related software programs such as word processing and spreadsheet applications and must be able to become proficient in the use of software programs such as database applications and the City’s financial software applications. Must be able to effectively operate standard office equipment.
  16. While performing the functions of this job, the employee is regularly required to sit, stand and move between various locations both within the office and to external locations; use arms, hands and fingers to handle, feel, and reach; occasionally climb or balance; stoop, kneel, or crouch.  Must have vision abilities to accomplish computer and office work. Frequently lift and/or move up to 10 pounds.