Job Title: Purchasing Agent

Position Level: 17

Job Classification: Professional

FLSA Status: Non-exempt

Starting Salary: $50,000-$60,000

SUMMARY:

The Purchasing Agent is responsible for purchasing operations for the Caddo Parish Sheriff's Office.

REPORTING: Finance Director

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Coordinates with the Finance Director to ensure procurement and property management processes comply with federal, state, and local policies, guidelines, laws, and regulations. Updates and maintains the Purchasing Policy.
• Administers the Procurement Program and reviews transactions for policy compliance. Advises and assists departments with procurement methods including purchase orders, quotes, bids, leases and requests for proposals and qualifications (RFP/RFQ).
• Manages the competitive bidding process. Maintain bid logs. Coordinates legal advertisements and notices. Coordinates and distributes bid packets. Conducts pre-bid conferences. Coordinates vendor responses. Receives bid submissions. Performs bid openings. Prepare bid tabulations. Advises bid evaluations. Coordinates legal review.
• Manages property procurement and disposal. Conducts inventories. Maintains the property database. Generate accountability documents, including hand receipts. Advises on property accountability policies. Manages property disposal.
• Coordinates with the Civil Chief and reviews all contracts and procurement agreements. Maintains the vendor master file. Coordinates with vendors to obtain product or service information. Oversees vendor contracts to ensure compliance with federal, state, and local purchasing policies, guidelines, laws, and regulations. Assists with resolving vendor performance issues. Provides procurement education and training support to the staff.
• Maintains purchasing records.
• Provides advice on purchasing activities, trends, and best practices.
• Monitors and analyzes legislative bills related to procurement policies and standards.
• Prepares and submits written reports.
• Performs other duties as assigned.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This job operates in a professional office environment. This role uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. Works under pressure due to multiple calls, inquiries, and conflicts. The position is subject to interruptions and unpredictable situations.

SUPERVISES OTHERS: No

EDUCATION AND/OR EXPERIENCE:​

• Bachelor's Degree in business, management, or related field or five (5) years of progressively responsible purchasing experience.
• Experience with municipal government purchasing and/or finance preferred.
• Must be knowledgeable of Excel and Word computer software
• Professional certification from a recognized Purchasing Association is preferred.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The following are the minimum qualifications required for this position.

• Bachelor's Degree or higher in Business or related field plus a minimum of five (5) years of experience
• Effective communicator, both orally and in writing.
• Ability to work flexible hours, including weekends and holidays, as needed or requested.

KNOWLEDGE, SKILLS & ABILITIES:

The following are the core knowledge, skills, and/or abilities required to successfully perform this job.

• Observational skills and attention to detail.
• Ability to respond quickly to changing purchasing situations.
• Understanding of procurement system.
• Proficiency in documenting and maintaining detailed records.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Prolonged periods of sitting, walking, and moving throughout the facility.
• Individual is regularly required to hear and talk to vendors.
• Must be able to lift 15 lbs.