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Division: Finance Dept. Reports to: Deputy Controller Status: Full Time Salary: 45,038.59
JOB DESCRIPTION:
The Purchasing Agent oversees, manages, and negotiates the purchase of products, supplies, and equipment for the Municipal City of Gary, and prepares the list of supplies and other products to be bid for the City. The Purchasing Agent also administers and directs the Central Purchasing Unit, which includes, but is not limited to, training staff on the purchasing process, making sure that employees and vendors adhere to the policies and procedures of the Finance Department and state regulations in processing requisitions based on quotes or bids. The Purchasing Agent is responsible for examining quotes and requisitions for compliance prior to final approval and generating a purchase order. Coordinates with the Inventory Specialist to assure efficiency, effectiveness, and accountability for inventory control over purchasing.
Essential Duties and Responsibilities:
- Responsible for daily automatic processing of requisitions and problem-solving within the scope of the Finance Department or the RDS company’s ability, if otherwise referred to the IT Department for resolution
- 1st approval of requisitions, and establish purchase orders after final approval
- Provide training to department staff regarding City of Gary purchasing policies and statutory requirements, as well as training on the use of the RDS system for purchasing
- Responsible for modifications and closure of purchase orders, upon recommendation of the Department Head or Controller
- Communicate with vendors on the purchasing policies of the City, and offer resolution of any purchasing problems between vendor and the City
- Coordinate with the Internal Auditor and Receiving Manager on tagging of merchandise, inventory control, inventory management, and inventory accountability
- Prepares the Accounts Payable Board List for Board of Works
- Attends the weekly Board of Works meeting
- Verifies the availability of funds for contracts for services, and products and goods to be purchased
- Responsible for a high degree of tact and diplomacy in dealing with vendors and department heads
- Enter data and maintain the Vendor Maintenance file, ensuring TIN numbers and addresses (email or physical) are stored properly
- Annually prepare the 1099 and 1099R to be distributed according to statutory requirements
- Responsible for ensuring purchasing procedures for Federal and State statutes and ordinances are carried out properly by other departments, as well as the Finance Department
Responsible for obtaining correct signatory authority for all purchasing documents
- Responsible for distributing purchasing or purchasing-related documents to departments to be processed, or corrected and resubmitted
- Responsible for making relatively complex mathematical computations rapidly and accurately
- Assist with special projects of research, and prepare various reports when needed
- Perform other duties assigned by Controller, Deputy Controller, Finance Manager
Knowledge, Skills, and Abilities:
- Proficient in Microsoft Office Suite, including but not limited to Outlook, Excel, and Word
- Comprehensive knowledge of office terminology, office procedures, and office equipment
- Ability to maintain office files, correspondence, and other materials in an efficient and confidential manner
- Ability to offer excellent customer service and follow up on oral and written instructions with excellent oral and written communication and interpersonal skills with other employees and the general public
- Strong PC skills using spreadsheets, word processing, and accounting software
- Ability to make decisions in accordance with laws, ordinances, regulations, and established policies
Minimum Qualifications:
- Bachelor’s Degree in Accounting, Business Administration, or related field preferred
- Purchasing experience preferred
- Experience in analyzing and recording governmental transactions
- Experience with spreadsheets and accounting software
Physical Requirements:
- Ability to occasionally bend, reach, and retrieve files, records, supplies, or other materials from storage areas
- Ability to occasionally lift, carry, or move office supplies and small packages weighing up to 20 pounds, as required
Work Schedule:
Monday through Friday 8:30 a.m. – 4:30 p.m.
Professional Expectations:
- Ability to read, review, and analyze purchase orders, contracts, bids, invoices, specifications, and other procurement-related documents, both in print and on a computer screen
- Ability to communicate effectively in person, by telephone, and electronically with vendors, employees, and department heads
- Ensure purchasing activities comply with City ordinances, procurement policies, applicable state laws, competitive bidding requirements, and internal control procedures
- Stay informed of changes in procurement requirements, policies, and procedures.
- Identify opportunities to improve purchasing efficiency, strengthen internal controls, and support responsible use of public funds
Essential Functions:
See Essential Duties and Responsibilities above