What are the responsibilities and job description for the Senior Purchasing Agent position at Finance?
General Definition of Work
The senior purchasing agent, under intermittent supervision, performs highly complex work with limited decision-making discretion planning and implementing procurement programs and activities. Position is responsible for ensuring the purchase of supplies, materials, and equipment is in accordance with North Carolina Statutes and CMS Board Policies. Employee performs advanced work to carry out Board of Education policies and procedures as a subject matter expert in governmental purchasing.
Salary/Status
NC 18 Salary Non-Certified Schedule/Full–time, 12 months
Reports To
Executive Director, Procurement
Essential Functions
• Adhere to all state, federal, and local laws, policies, and procedures
• Implement policies and procedures in compliance with North Carolina General Statutes, Federal Uniform Guidance, CMS Board policies and regulations
• Investigate, analyze, and formulate methods for handling special projects/reports
• Establish work schedules and assist with prioritizing department work
• Evaluate the supplies, equipment, and services requested throughout the district and advise on the most appropriate procurement method and sourcing options
• Review requisitions submitted by schools and departments, ensuring compliance and best value
• Review specifications for item(s) requiring quotes/bidding
• Prepare Invitations for Bid (IFBs), Requests for Quotes (RFQs), and Requests for Proposals (RFPs) for the district
• Coordinate bids and the purchase of items not on state contract, as required by law, and recommend contract awards as appropriate
• Perform comprehensive evaluation of vendors, cost, availability, quality of products, etc. to recommend contract awards
• Create and submit electronic purchase orders, invoices, and contracts to vendorsPrepare for year-end-close to ensure transition into the next fiscal year
• Develop and deliver cross-functional training of purchasing staff and treasurers/admin support staff
• Collaborate with department and school staff regarding specifications, availability of items, purchasing strategies, etc.
• Maintain organized records of vendor communication, requisitions, purchase orders and bid folders per retention policies
• Maintain historical data to track purchasing trends for budgeting purposes and to recommend opportunities for strategic procurement practices
• Complete local, state, or federal surveys and reports accurately and promptly
• Resolve problems and issues associated with vendors from the initial purchase order phase to final payment of invoice
• Facilitate staff meetings and attend other related meetings as needed/required
• Participate in professional development workshops and training
• Create an inclusive environment with positive communication/public relations
• Perform related work as assigned or required
Knowledge, Skills, Abilities
• Comprehensive in-depth knowledge and understanding of the principles, practices, and procedures of public school system policies and purchasing programs
• Comprehensive knowledge of federal, state, and local regulatory requirements applicable to procurement
• Thorough knowledge of county and school board policies, procedures, and standards regarding procurement
• Thorough knowledge of NC Purchasing and Contract Division rules and regulations
• Knowledge of generally accepted accounting principles and procedures as applied to accounting procedures, transactions and audits
• Knowledge of formal and informal contract bidding processes
• Ability to reflect appropriate response to situations, while maintaining a professional and personal demeanor
• Ability to learn and use specialized tools, equipment or software related to business needs
• Ability to implement local, state, and federal rules, guidelines, and procedures into daily business operations
• Ability to reason, make judgments, and maintain effective working relationships
• Ability to employ positive communication skills in all settings/mediums
• Ability to problem-solve utilizing sound judgment
• Ability to maintain confidentiality regarding school system business
• Ability to take initiative and work independently
• Demonstrated ability to work effectively in a deadline-driven, rapidly changing team environment
Education and Experience
• Bachelor's degree in public administration, business, finance, or related field required
• Minimum of three (3) years of increasingly responsible purchasing experience required
• Equivalent combination of education or experience