JOB TITLE: PURCHASING AGENT SUPERVISOR

JOB CODE: 02620

SERIES NATURE OF WORK: The Purchasing Agent job series describes technical work in the purchasing of goods and services.

DEFINITION: This is supervisory and technical work in the purchasing of supplies, materials, equipment, and services in support of agency operations or a state facility or university.

An employee in this job supervises and participates in technical purchasing functions. Work involves supervising positions responsible for reviewing requisitions; identifying the best method for procurement; writing, assisting with writing, or modifying specifications; preparing invitations for bid; reviewing and awarding bids; preparing purchase orders from statewide contracts; and submitting requests for quotes to pre-approved vendors for primarily standard or recurring purchases. Work involves frequent contact with vendors, program office representatives, and departmental and commonwealth staff regarding procurement issues. Supervision is exercised over Purchasing Agent positions and may be exercised over clerical or other technical staff. Employees in this job may also be responsible for overseeing warehouse, inventory management, or storeroom functions. Work is performed independently under general direction from a higher-level manager.

EXAMPLES OF WORK: (NOTE: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples.):

• Supervises Purchasing Agents performing purchasing activities.

• Supervises the preparation, review, processing, and tracking of specifications, purchase orders, bid packages, and related documents to ensure compliance with regulations and policies.

• Provides training and direction to staff on purchasing policies, procedures, and work methods.

• Provides guidance and instruction to program office staff and vendors regarding purchasing regulations, processes, and requirements.

• Discusses purchase requirements with users, advises on items or services best suited to individual needs, and recommends alternatives.

• Initiates and processes requests for quotes from pre-approved vendors.

• Researches and resolves purchasing, delivery, payment, and vendor issues.

• Supervises storeroom and clerical employees who are responsible for initiating purchase requisitions and storing and maintaining inventory.

• Supervises the inspection of goods and materials upon receipt for compliance with specifications.

• Performs the full range of supervisory duties.

• Employees in this job may participate in the performance of subordinates’ work consistent with operational or organizational requirements.

• Performs related work as required.

ENTRY-LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

• Knowledge of purchasing methods and procedures.

• Knowledge of technical writing principles.

• Knowledge of inventory control and storage methods.

• Knowledge of the use and functionality of Microsoft Office software.

• Ability to apply critical thinking skills to identify and resolve problems.

• Ability to analyze data to determine a best course of action.

• Ability to interpret and apply regulations, policies, and procedures.

• Ability to perform mathematical calculations.

• Ability to communicate effectively in writing.

• Ability to communicate effectively orally.

• Ability to establish and maintain effective working relationships.

MINIMUM EXPERIENCE AND TRAINING (NOTE: Based on the Entry-Level Knowledges, Skills, and Abilities):

• One year as a Purchasing Agent (commonwealth job title);

or

• Four years of experience in purchasing work involving contact with vendors in the procurement of a variety of supplies, materials, equipment, or services;

or

• Four years of experience in requisitioning, receiving, storing, distributing, and maintaining inventory of goods;

or

• An equivalent combination of experience and training. Post-high school education may be substituted on a year-for-year basis for purchasing or stores experience to a maximum of two years.