Purchasing Agent

Overview:

Under the direction of the Purchasing Agent Lead, the Purchasing Agent assists the Purchasing Agent Lead in the procurement of aircraft parts, components, and related aircraft maintenance materials and equipment for the exclusive use on CAL FIRE Aviation Management Unit (AMU) owned or operated aircraft.

This position works with; commercial vendors, federal agencies, inventory specialists, parts room attendants, and warehouse specialists to facilitate and expedite the movement of parts and material required for the CAL FIRE Aviation Management Unit (AMU) program and projects. Monitors and tracks purchase order activity, identifying delays or inconsistencies. As a member of the LSI purchasing department, this position routinely processes, coordinates, assists and monitors program and project related invoice/supplier payment coordination efforts. Routinely coordinates and provides Purchasing Department related computerized database file clean-up maintenance (Quantum).

Essential Duties and Responsibilities:

• Conduct research on aircraft parts, and supplies availability and pricing in order to initiate purchase and/or repair orders with commercial vendors, ensuring conformity to CAL FIRE AMU and/or Contractor purchasing standards.
• Work with the CAL FIRE AMU Accounting staff to ensure all state purchases are in compliance with Department of General Services and CAL FIRE AMU procurement procedures.
• Assist the Purchasing Lead to ensure that all routine orders, Aircraft On Ground (AOG), Work Stoppage and Core Returns orders are processed within CAL FIRE AMU time sensitive constraints and procedures.
• Place orders with commercial vendors.
• Monitor and track purchase order lifecycles, providing periodic follow-up until all ordered items have been received for routine fleet maintenance or the Airtanker Build-up Project.
• As required, expedite purchase order processing, material transit and receiving times and timely distribution of ordered parts, material, equipment, or tools to the end user(s).
• Monitor or track inbound or outbound shipments, to prevent or minimize in-transit delays.
• Initiate discrepancy reports for items exhibiting shipping damage upon arrival.
• Initiate Returned Material Authorizations (RMA’s) for incorrect parts or material deliveries as well as the return and timely closure of Core Return items back to the suppliers.
• Assist in maintaining all program/project related vendor records and provide general filing and administrative office task support, to include department related computerized database system on-going system clean-up file maintenance (Quantum).
• Follow parts management procedures as outlined in the CAL FIRE Repair Station/Quality Control Manual No. CFOR047Z.
• Processes, coordinates, and monitors program and project related invoice/supplier payment coordination activities.
• Maintain periodic accounting reports; analyze discrepancies and follow-up on missing vendor invoices or payments.
• Assist with monitoring payments from CAL FIRE to LSI to ensure timely receipt and in direct support of timely vendor payments. Track and identify LSI accounts receivable concerns and delays, liaising between CAL FIRE and LSI accounting departments.
• Perform other related duties, as assigned.

Required Experience, Skills and Education:

• High school diploma or GED equivalent.
• Excellent written, verbal, and interpersonal skills.
• Working knowledge of standard office equipment.
• This position requires a minimum of two (2) years working at the Aviation Management Unit as a Parts Room/Warehouse Worker or; (3) years working in the commercial or military aviation field.
• Possess intermediate computer skills including working knowledge in Microsoft Office applications.
• Ability to accurately input information into a computerized data base.

Supervisory Responsibilities:

• None

Desired Experience or Education:

• Previous aviation parts ordering experience is extremely desirable.
• Experience involving expediting and coordinating efforts related to purchasing and also providing administrative assistance relating to vendor invoicing, tracking problems and ensuring vendor payment completion.
• Previous experience with accurately and efficiently inputting, retrieving and using reporting products from a computerized database and purchasing management system.
• Able to critically evaluate problems, compile data, establish facts and provide sound conclusions or recommendations and manage multiple tasks in a dynamic environment.
• Excellent written, verbal, interpersonal, and customer support skills.
• Logistics, procurement, or aviation related college credits or degree is a bonus.