Purchasing Agent

Position Summary

The job description is a summary of the core responsibilities. It does not include every task performed or how each duty is undertaken. Non-core duties undertaken within the scope of the job will be based on similar skill, effort, responsibility, and working conditions. The incumbent is expected to perform all job tasks competently.

Job Purpose

Responsible for acquisition and delivery of goods and services for the organization within delegated purchasing authority limits (up to $75,000 value)

Duties & Responsibilities

Acquire goods materials professional and contractual services for other civic departments and related agencies in accordance with purchasing practices policies and procedures
Proactively work with internal clients to forecast demand evaluate inventory levels and determine the needs of the organization to develop implement and deliver the most appropriate procurement method develops and reviews evaluation criteria
Act as the first point of contact for the client departments and external on procurement related issues or questions such as purchasing policies procedures pcard program and invoice discrepancies to ensure that supplier commitments are met and that client department issues and concerns are addressed
Provide purchase authorization on behalf of the organization for goods and services within delegated purchasing authority limits
Select appropriate procurement approach among several strategies RFQ RFP tender sole source etc
Develop and market competitive opportunities to acquire goods and services
Evaluate submissions for compliance consults with clients and compares prices specifications delivery commitments and other factors consult with Legal to evaluate noncompliance risks
Prepare legally binding contracts enforce active contracts meet with vendors and clients to resolve conflicts andor miscommunication and consult with legal when required
Prepare market and award Offer to Purchases for the sale of surplus assets
Notify vendors of outcome of evaluations and debrief upon request
Research and source potential suppliers to determine market stability availability and price for required goods materials or contractual services
Review prepare and approve specifications including mandatory specifications advise and issue various solicitation documents within delegated purchasing authority limits
Investigate to resolution and authorize the release of invoices on hold
Close out purchase orders and blanket orders
Respond to queries provide training and guidance on purchasing policies procedures pcard program delegation of authority and invoice discrepancies
Monitor and analyze purchasing activity on Blanket Orders and PCards for compliance to policies and identify trends
Assist with higher level files such as bid summaries contract award notifications contract preparation change orders and contract amendments
Conduct vendor research and maintain vendor table
Perform expediter duties to ensure the delivery commitments are met by the vendor
Answer telephone proofread documents and provide administrative support as required
Maintain filing systems in accordance with branch procedure and corporate records management policies and procedures
Complete searches input data validate data manipulate data export and generate reports and lists from programs and applications

Knowledge, Skills & Abilities

• Knowledge of procurement principles, policies, procedures, processes, and systems
• Knowledge of types, characteristics, and supply sources of commodities and services commonly required by municipal government
• Knowledge of trade agreements
• Knowledge of specific branch unit as well as the broader divisions/department/branches and interrelationships for project and service delivery
• Knowledge of relevant collective agreements, bylaws, policies and procedures, and legislation, including health and safety standards
• Knowledge of job-related office productivity software, internet browsers and search engines, enterprise software, discipline-specific software, and technology devices

Education & Experience

• Completion of college diploma or university degree
• Year 1 of the Supply Chain Management Association (SCMA) Supply Chain Management Professional Designation Program or a Certified Professional Public Buyer (CPPB) designation from the Universal Public Procurement Certification Council (UPPCC)
• Class 5 driver’s licence
• Minimum of three years of previous and on-the-job purchasing experience

Working/Other Conditions

Communication and Interpersonal Skills

Explain and exchange technical information individually and in group
Explain and exchange information on legislation trade agreements risk management policy procedure and process information
Prepare legal documents and contracts
Negotiate with clients and vendors related to contract terms and conditions and to resolve outstandingcontentious issues including vendor performance issues
Problem Solving and Decision Making

Identify consult and follow bylaws legislation trade agreements policies procedures and processes
Prioritize and adapt office activities in accordance with dailyweekly schedule within defined timelinesdeadlines
Provide ideas and suggestions to improve work processes
Work with clients and vendors to resolve issues
Impact

Contribute to a positive experience through provision procurement services
Contribute to health safety and wellbeing self and others
Contribute to financial stewardship through procurement
Contribute to completion of work unit activities through completion of sequenced tasksworkflow
Limit potential liability for the City
Responsibility for the Work of Others

Familiarize new employees with tasks duties practices and processes
Physical Effort

Use keyboards mouse computerstablet and other technology devices
Sit and stand with opportunity to change position
Move and carry objectsequipmentsuppliesfiles
Drive to offsite meetings
Climbing walking on rough terrain and use of ladders
Concentration and Sensory Effort

Visual and concentration effort during preparation and review of legal documents and contracts
Visual and concentration effort during datainformation input cross checks of datainformation and confirming datainformation accuracy
Auditory effort during customer service and stakeholder interactions
Respond to interruptions to workflow that impact concentration demands
Working Environment

Works in indoor office environments
Attends offsite meetings including being outofdoors