Purchasing Agent I

Normal Work Schedule: Monday - Friday 8:00am to 4:30pm. Additional hours, including weekends and holidays may be required.

POSITION SUMMARY: A skilled paraprofessional position responsible for purchasing various commodities and services for the City in accordance with applicable federal, state, and local purchasing requirements.

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ESSENTIAL FUNCTIONS AND DUTIESinclude the following. Other duties may be assigned as dictated by operational necessity.

• Prepares appropriate documents for the purchase of materials, supplies, equipment, construction and service contracts according to applicable laws, rules, procedures and regulations of the State of Florida and the City of Punta Gorda.
• Reviews and verifies purchase requisitions to ensure that appropriate budget codes and acquisition procedures are followed.
• Prepares formal and informal specifications for goods, services and construction.
• Process requisitions into Purchase Orders.
• Follow up to resolve problems with invoices, delivery, etc.
• Coordinate with using departments, keeping abreast of new materials, forecasting, etc. and act as department contact for vendors.
• Manage the solicitation process through the issuance of a purchase order or contract
• Respond to vendor application requests and tax exempt form requests.
• Purge completed orders, filing orders and all other paperwork as necessary.
• Greets vendors and other City personnel who come into office.
• Maintain vendor data base by entering new vendor and commodity information and correct current information as needed.
• Help as needed with office equipment and supplies (fax/copier).
• Manage commodity Informal and Formal Quotes, from preparation to award,
• Evaluate Informal and Formal Quotes, RFP's, and Bids for compliance with specifications.
• Manage written service Informal and Formal Quotes, from preparation to award and Purchase Order.
• Processing end of the year contracts to the new fiscal year and assist with contract renewals.
• Assist with City Auction.
• Assume some responsibilities of Manager, when Manager is absent.
• Assume additional duties in other buyer's absence.

Minimum Qualifications: To perform this job successfully, an individual must be able to carry out each essential duty or responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities; education and/or experience; and, certificates or licenses required in order to fill the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. In lieu of certain requirements listed below, Employee may accrue or acquire certain specified time in service, specialized skills, and/or certifications, thereby qualifying for this position through the City's career progression policy.

KNOWLEDGE / SKILLS / ABILITIES:

• Considerable knowledge of public sector purchasing and accounting principles, practices and procedures.
• Considerable knowledge of the methods and procedures used in managing solicitations.
• Considerable knowledge of the formal and informal bid processes.
• Considerable knowledge of federal state and local rules, regulations and laws regarding governmental purchasing.
• General knowledge of modern office practices and procedures.
• General knowledge of the various grades, quality standards, and sources of supply and price trends for a variety of goods and services.
• General knowledge of the principles of organization and administration.
• Skill in complete and accurate document preparation for purchasing.
• Ability to use common office machines, including popular computer-driven word processing, spreadsheet and file maintenance programs.
• Ability to perform cost analyses.
• Ability to prepare bid specifications for a variety of equipment and services.
• Ability to exercise independent judgment in selecting from items available and cost quotations when recommending award of solicitations.
• Ability to compile and maintain accurate inventory and purchasing records and prepare periodic reports from these records.
• Ability to understand and follow oral and written instructions.
• Ability to effectively express ideas orally and in writing.
• Ability to exercise tact, courtesy and firmness in frequent contact with vendors.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.

EDUCATION, EXPERIENCE, LICENSES AND CERTIFICATIONS:

• Graduation from high school, or a GED from a properly accredited institution of learning.
• Three (3) years purchasing experience in a stressful, fast-paced office environment.
• Any combination of education and experience which provides the requisite mental and communication skills.

Supervisory Responsibilities:

• None

Essential Physical Abilities:

Code: Constant = 2/3 or more of the time

Frequent = from 1/3 to 2/3 of the time

Occasional = up to 1/3 of the time

N/A = Not applicable

Physical SkillsConstantFrequentOccasionalN/AHeavy lifting (45 lbs.. and over) X Moderate lifting (15 to 44 lbs.) X Light lifting (under 15 lbs.) X Heavy carrying (45 lbs. and over) XModerate carrying (14 to 44 lbs.) XLight carrying (under 15 lbs.) X Reaching above shoulder X Use of fingersX Both hands requiredX Climbing (use of legs and arms) XClimbing (legs only) XGood near visionX Good distant visionX Both eyes required XDepth perception XDistinguishing basic colorsX Distinguishing shades of colors XGood hearing (with or without hearing aid)X Straight pulling X Pulling hand over hand XPushing X Walking X Standing X Crawling XKneeling XBending X Balancing XStooping X Jumping XRunning XThrowing XDriving (cars, small vans, pick-ups, etc.) XDriving & operating (heavy equip., trucks, etc.) X

Environmental Conditions:

Code: Constant = 2/3 or more of the time

Frequent = from 1/3 to 2/3 of the time

Occasional = up to 1/3 of the time

N/A = Not applicable

EnvironmentConstantFrequentOccasionalN/AWork InsideX Work Outside X In the Heat XIn the Cold XIn High Humidity XIn Dampness or Chilliness XIn Dry Conditions XIn or with Noisy Conditions XIn Darkness XIn or with Dusty Conditions XWith Silica, Asbestos, etc. XWith Fumes or Gases XWith Smoke or Flames XWith Chemicals XWith Solvents XWith Grease or Oils XWith Radiant Energy X With Electrical Energy X On Slippery Surfaces XOn Uneven Surfaces XIn or With Moving Objects XIn or With Ladders/Scaffolding XAt Heights above Ground Level XBelow Ground Level XIn Water XWith Explosives XWith Poor Ventilation X With Odors XWith Unusual Fatigue Factors Xin

Disclaimers:

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Individuals who cannot perform some of the requirements because they pose health or safety risks to themselves or other employees may be excluded from this position. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by this supervisor. Requirements are representative of minimum levels of knowledge, skills and/or abilities or aptitudes to perform each duty proficiently. This document does not create and employment contract, implied or otherwise.

EMERGENCY RESPONSE STATEMENT:

Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees may be subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

The City of Punta Gorda is an Equal Opportunity Employer. The City will not knowingly permit discrimination in hiring, promotion, or other conditions of employment with regard to race, color, religion, sex, age, disability, veteran status, marital status, ethnicity, pregnancy, sexual orientation, or national origin.
Disclaimer: The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, environmental conditions, or qualifications required of employees assigned to this job.
Certain Service Members and Veterans, and the spouses and family members of such Service Members and Veterans, receive preference and priority, and that certain Service Members may be eligible to receive waivers for postsecondary educational requirements, and are encouraged to apply for the positions being filled. Employment Type: Full-Time