PURCHASING AGENT DEFINITION:
Under direction, plans, organizes, and directs activities of the purchasing unit; prepares purchasing procedures; does other related duties as required.
NOTE: The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.
EXAMPLES OF WORK:
Establishes and develops accepted purchasing methods and records in accord with prescribed laws, rules, regulations, standards, policies, and procedures.
Reviews requisitions for operating and maintenance equipment, materials, and supplies.
Locates and investigates reputable sources of supply.
Prepares specifications.
Reviews submitted bids for content and after thorough analysis makes recommendations for acceptance or rejection of bids.
Communicates directly with vendors by telephone or correspondence.
Interviews vendors to determine product line and usefulness.
Handles complaints by taking the proper action.
Develops and implements a centralized purchasing system including all necessary procedures, forms, and files.
Records claims of vendors for materials and services.
Prepares periodic reports and statements.
Maintains bidder's lists.
Prepares purchase contracts.
Prepares purchasing procedures and bill payments.
Assigns, supervises, and reviews work of subordinates.
Prepares temporary and final appropriation budgets and transfers.
Confers with other department representatives on the standardization of supplies used and the need for specialized equipment.
Establishes and maintains needed records and files.
Is responsible for obtaining professional, consulting, and other services on a contractual basis.
May be responsible for the management of a central storeroom.
Will be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
REQUIREMENTS:
NOTE: Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.
Nine (9) years of professional experience in the writing of purchase specifications and in the purchase of equipment, materials, and supplies on a large scale.
OR
Possession of a bachelor's degree from an accredited college or university; and five (5) years of the above-mentioned professional experience.
NOTE: "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.
LICENSE:
In accordance with N.J.S.A. 40A:11-9, applicants will be required to possess a valid Qualified Purchasing Agent (QPA) certification issued by the State Division of Local Government Services, in the Department of Community Affairs.
NOTE: Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform essential duties of the position.
KNOWLEDGE AND ABILITIES:
Knowledge of accepted procedures used in making large scale purchases.
Knowledge of laws, rules, and regulations affecting purchasing.
Knowledge of the accepted preparation of specifications of commodity markets, marketing practices, and commodity pricing methods, and of the application of bookkeeping methods to procurement practices.
Ability to interpret market prices and trends, and apply such interpretations to procurement problems.
Ability to establish and maintain harmonious working relationships.
Ability to review and prepare specifications.
Ability to recommend suitable action on bids.
Ability to establish and maintain purchasing and other records.
Ability to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
Ability to read, write, speak, understand, and communicate in English sufficiently to perform duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
Persons with mental or physical disabilities are eligible as long as they can perform essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
