Position Type:
Secretarial/Clerical/Purchasing Agent

Date Posted:
4/10/2024

Location:
Financial Service Center

Additional Information:
POSITION SUMMARY
Under minimal supervision and administrative direction, the Purchasing Agent independently performs the duties associated with the following: procurement of a variety of materials, equipment, services. The Purchasing Agent does this in accordance with district policies and procedures, federal and state procurement codes, Arizona Department of Education (ADE), Uniform Commercial Code (UCC), AZ Procurement Code, Contract Law and the USFR (Uniform System of Financial records) and will serve as a purchasing agent for formal solicitations such as Requests for Proposals (RFPs) and Invitation for Bids (IFBs).

Disclaimer: The following duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional position specific duties.

PRIMARY DUTIES AND RESPONSIBILITIES

• Analyzes procurement needs and determines the appropriate procurement process, scope of services and proper contract terms and conditions.
• Researches new product specifications.
• Procures services and commodities by processing requisitions while ensuring requests comply with all applicable school district K12 and government rules, regulations and policies.
• Ensures maximum value for expenditures by preparing and negotiating contracts, making contract award recommendations, conducting market research, providing cost and price analysis, adhering to and implementing regulations and policies and documenting contract activity.
• Receives, reviews and prioritizes purchase requisitions; ensures proper GFA descriptions, purchase procedures and knowledge of various budget guidelines. Analyzes procurement needs and determines appropriate procurement process, scope of services and proper contract terms and conditions.
• Conducts market research by studying market trends and conducting comparative analysis of products while apprising staff of new products, availability and prices; researches available cooperative contract sources and recommends use when appropriate. Researches new product specifications.
• Responsible for drafting, evaluating, and awarding informal and formal Request for Quotes.
• Manages and performs the solicitation process; prepares detailed specification packets, conducts solicitation openings, analyzes and determines award recommendations, and provides the public with solicitation information using an electronic platform.
• Conducts due diligence requirements, to include completing formal Written Determinations as necessary, for use of cooperative purchase contracts.
• Resolves problems with vendors and service providers related to the delivery and receipt of ordered products and/or services for sites as needed; investigates and resolves discrepancies.
• Performs contract management for district and cooperative contracts (annual renewals and insurance requirements).
• Maintains all pertinent contract files and other files related to purchase orders, purchases, and inventories.
• Provides procurement training to groups and individuals. Assists with developing policy and procedures for the District Purchasing Handbook to established policies and procedures for staff and vendors.
• Serves as GFA, Inventory and Surplus support and backup
• Performs related duties as assigned.

KNOWLEDGE SKILLS AND ABILITIES

• Knowledge of general office practices and procedures. Ability to operate office equipment.
• Experience and knowledge with Microsoft Office applications along with other computer software products and programs.
• Perform all duties in accordance with district procedures and policies.
• Knowledge of all known and applicable legal requirements for proper preparation and award of solicitations (RFPs, IFBs, and RFQuotes)
• Knowledge of accepted purchasing methods, policies and procedures.
• Knowledge and experience with purchasing related computer software applications.
• Ability to read, write and speak in an articulate, fluent manner and to perform basic arithmetic calculations.
• Critical thinking, decision making, and problem solving that uses logic and reasoning to develop solutions or implement actions.
• Ability to interact effectively, cooperatively and courteously with staff, vendors, and community members in a business-like, customer service-oriented manner using strong interpersonal skills.
• Ability to maintain confidentiality.
• Performs tasks with the highest degree of accuracy and attention to detail, with mature judgement while maintaining deadlines.
• Ability to prioritize tasks, organize responsibilities and take action to resolve immediate needs. Must be able to remain focused in situations involving extreme stress.
• Ability to train small and large groups of individuals on detailed procedures

MINIMUM QUALIFICATIONS

• High School Diploma or GED
• 2 years medium to large volume purchasing experience, government procurement preferred
• Any equivalent combination of training, education and experience that meets minimum requirements

PREFERRED QUALIFICATIONS

• Associate Degree in Business, Management, or related area.
• Current Certification from the Universal Public Purchasing Certification Council (UPPCC) as a Certified Professional Public Buyer (CPPB)

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 the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to reach with hands and arms. The employee is required to sit for long periods, stand, bend, stoop and walk. The employee may be required to occasionally lift or move items up to 50 pounds.

WORK ENVIRONMENT
An indoor office environment, site visits and training when needed. The noise level in the work environment is generally quiet to moderate and may become excessively noisy at times. Will have contact with district staff, vendors and community members. Occasionally will perform onsite inventories or work with surplus items.

*****Internal candidates must submit a request for transfer form signed by your site administrator within 5 working days of the posting date. ******

$22.30/hour - 12 Month Position - 40 hours/week

Discrimination against an otherwise qualified individual with a disability or any individual by reason of race, color, religion, sex, age, or national origin, is prohibited. Efforts will be made in recruitment and employment to ensure equal opportunity in employment for all qualified persons.