POSITION DESCRIPTION

POSITION: Purchasing Agent

FLSA STATUS: Exempt

UNION STATUS: Non-Union

REPORTS TO: Chief Financial Officer

JOB SUMMARY: Under the direction of the Chief Financial Officer, the Purchasing Agent will be responsible for managing/coordinating the purchasing activities relating to acquiring goods, services, supplies and contracts in compliance with public sector regulations and policies.

KEY RESPONSIBILITIES:

1. Utilizing the Authority’s Purchasing Policies and Procedures, plan, organize, direct and control activities related to the procurement function.
2. Suggest revisions to the Authority’s Purchasing Policies and Procedures that reflect changes in current State law and best practices.
3. Develop a system to evaluate vendor quotations that utilizes appropriate negotiation and purchasing techniques to ensure quality, fair and reasonable price, delivery, and service.
4. Prepare and issue purchase orders and change notices and review purchase orders for compliance with Authority Purchasing Policies and Procedures and current state law.
5. Prepare solicitation of bids, request for proposals, and request for quotations. Also, negotiate or supervise the negotiation of complex requests for equipment, supplies, and services from suppliers and subcontractors when applicable and in conformance with applicable State law and Authority policies and procedures.
6. Collaborate with internal departments to identify procurement needs and develop specifications.
7. Maintain accurate and detailed records of procurement activities and contracts.
8. Ensure transparency and integrity in all purchasing functions, adhering to the State Conflicts of Interest Law, Uniform Code of Ethics, and State laws
9. May purchase large or complex items; oversight of auctions of surplus Authority property; and oversee all activity related to procurement of a commodity from intent to purchase through delivery of commodity.
10. Interface with Law Department personnel to ensure compliance with applicable laws, regulations and Authority policies and procedures.
11. Other related duties as assigned.

QUALIFICATIONS AND REQUIREMENTS:

• Current Qualified Purchasing Agent (QPA) certification desirable but not required.
• Bachelor’s degree from an accredited institution with5 years of related experience; or an equivalent combination of education and/or experience.
• Thorough working knowledge of New Jersey state purchasing policies, processes, and procedures required. Experience with an independent authority or similar entity of State government preferred, but not required.
• Extensive knowledge of material work planning and methods engineering processes and procedures.
• Extensive knowledge and ability to negotiate best vendor terms, pricing and delivery based on specific budget and schedule requirements.
• Demonstrated ability to make independent judgments and provide knowledgeable opinions and recommendations.
• Ability to maintain effective working relationships with State and Local officials, department heads, Authority staff, and the general public.
• High degree of professionalism along with strong communication and interpersonal skills.
• Ability to work independently and manage several complex priorities.

• Computer proficiency and working knowledge of Microsoft Office suite of products.
• Ensure compliance with all Authority policies and procedures as well as applicable law and regulations.
• Ability to respond effectively to quickly changing priorities and responsibilities.

Updated June 2024