JOB TITLE: PURCHASING AGENT

JOB CODE: 02610

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

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

An employee in this job is responsible for reviewing requisitions from program offices; 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 contact with vendors, requestors, and other commonwealth staff concerning purchasing requirements, delivery logistics, and payment issues. Employees in this job may be responsible for warehouse or storeroom functions, including requisitioning, receiving, storing, distributing, and maintaining inventory or goods; or by serving as a lead worker over clerical or storeroom staff who perform related duties. Work is performed independently within established regulations, policies, procedures, and standards. Changes to operational standards or work procedures and policies are discussed with the supervisor prior to implementation.

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.):

• Reviews requisitions and purchase orders for goods and services for compliance with policies and procedures, processes requests if appropriate, and tracks through completion.

• Reviews, interprets, and revises specifications and related documents in coordination with program areas for the purchase of goods and services.

• Researches customer needs, sources suppliers, and obtains cost information for non-contract purchases.

• Creates and processes purchase orders for goods or services on a centralized agency or statewide contract.

• Monitors the status, spending threshold, and expiration dates of executed contracts.

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

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

• Researches and resolves purchasing, delivery, and payment issues through contact with vendors, agency staff, and other commonwealth employees in centralized procurement, budget, and legal organizations.

• Identifies and resolves payment problems involving invoicing, goods receipts, line items, and coding.

• Coordinates purchasing card activities including reconciling statements, verifying account coding, and reviewing justification for purchases.

• Prepares invitations for bid packages, including assisting with writing specifications and issuing notices; reviews and awards bids.

• Initiates and processes requests for quotes for purchases where criteria and procedures have been established.

• Performs lead work over storeroom and clerical employees who are responsible for initiating purchase requests and storing and maintaining inventory.

• Processes fiscal change orders to correct errors, revise account codes, or encumber or disencumber funds.

• Contacts vendors to coordinate delivery of equipment, materials, and services.

• Inspects goods and materials upon receipt for compliance with specifications.

• 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 written and numerical information.

• 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):

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

or

• Three 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.