Purchasing Agent

Position Purpose/Summary

Responsible for procuring all supplies and services for assigned City and School departments. Ensures departments are in conformance with all state statutes and City ordinances for bid and contract processes. Work is performed under the supervision of the Chief Procurement Officer. No supervision is exercised over other employees.

Essential Functions

• Works Directly with assigned City and School departments in analyzing departmental needs for bidding processes of goods and services along with any construction needs.
• Assisting departments in creation of bids by requesting detailed specifications for items to be purchased; direct formal advertising of bids, including obtaining prevailing wages, Central Register publication, insurance, bid deposits and performance/payment bonds
• Assists departments with writing bid quotes and the requisitioning processes
• Checks all financial figures on awarded bids.
• Works with Law Department in the drafting of formal contracts with successful bidder.
• Prepares and drafts contracts from the appropriate templates provided.
• Responsible for the thorough and complete bid and contract processes, drafting addenda, amendments, renewals etc.
• Responds to vendor communications and ensures bid addenda are received by all vendors.
• Confers with subordinates, department heads, and suppliers about modifications in, or interpretations of, purchase requests and orders, appropriateness of specifications, and standardization of requirements.
• Makes technical decisions using purchasing knowledge.
• Navigates the states website for posted statewide contracts. Interprets the terms of the contract, who can use it, eligible expiration dates, and relays this information to needed departments.
• Approves and/or rejects all department requisitions for City and state compliance.
• Completes general office work (filing, typing, faxing, etc.).
• Performs related work as required or as assigned.

Knowledge, Skills, and Abilities

• Understanding of bid analysis and award recommendations.
• Thorough knowledge of the municipal purchasing procedures, policies, and regulations.
• Knowledge of governmental finance and budget operations and procurement procedures as it relates to public procurement.
• Types of equipment purchased by municipality and the sources of supply for the materials (formal bid, contract, state contract, collaborative contracts).
• Ability to assist department in writing specifications and other technical documents
• Knowledge to check requisition accuracy, proper attachments, reference to contract etc.
• Ability to develop effective working relationship with other City officials, vendors and the general public.
• Ability to plan and direct required work from your assigned departments.
• Considerable knowledge of the methods employed in the preparation of specifications, analysis of bids and the performance of related purchasing functions.
• Working knowledge of accounting practices as applied to procurement and inventory control procedures.
• Excellent recording keeping skills.
• Ability to perform delegated tasks and research studies without immediate supervision.
• Ability to prepare and rewrite specifications and analyze bids.

Education and Experience

• Bachelor’s degree in business administration, accounting, economics or related field.
• Paralegal experience or certificate preferred.
• Minimum of three (3) years of prior purchasing experience with a municipality.
• Certification as a Massachusetts Certified Public Purchasing Official required within one (1) year of hire.

NOTICE: The following benefits are contingent upon hours worked and bargaining vs. non-bargaining agreements.

Medical/Dental/ Vision
75% City Subsidized
All health insurance plans include Dental and Vision

Retirement
Available to employees working 20 hours per week

Paid Vacation
Bargaining unit positions are subject to contractual obligations.

Paid Holidays
All City employees receive 11 paid holidays per year.

Paid Sick Time
Full time employees are immediately eligible to begin accruing 1 1/4 days per month which can be taken after 6 months of service. Unused sick days can be rolled over to subsequent calendar years. Supplemental Long Term and Short disability coverage is available to employees at the employee cost.

Paid Personal Days
Use up to 3 of your accrued sick days as Personal days. Personal days cannot be rolled over into the next calendar year.

Family Medical Leave Act (FMLA)
A means for eligible employees to balance work and family responsibilities by taking unpaid leave for authorized reasons.

Training
On the job and instructor led courses available

Employee Assistance Program
Free, confidential and personal assistance to employees and their families to resolve issues that affect their personal lives as well as job performance.

Direct Deposit
Easy, convenient, and free!