Purchasing Agent

1.0 POSTION DESCRIPTION SUMMARY

The basic function of the Purchasing Agent is to purchase materials for Desert Hills Electric Supply and provide administration support to the sales staff.

2.0 POSITION QUALIFICATIONS

This position requires a self-starting, conscientious individual who can concentrate on detail while maintaining a grasp of the overall wholesale electrical sales and warehousing efforts in order to focus his/her efforts on the appropriate tasks at hand. It is essential that the Purchasing Agent possess strong interpersonal skills in order to work with the Purchasing Manager, the Sales staff, other department mangers, vendors and customers.

Must be prudent, ethical, credible and use good judgment. Must be goal‑oriented, committed to the Company and its products, and have the ability to meet any type of person(s) with confidence.

3.0 REQUIREMENTS

To perform this job successfully, an individual must be able to complete all areas outlined for this position in a satisfactory manner. Listed below are representative of the knowledge, skill, and/or abilities necessary to meet the minimum job requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

3.1 Education:

A high school diploma or GED equivalent is required. She/he should be willing for additional training to sharpen any skill deficiencies.

3.2 Experience:

Minimum of two (2) years experience in customer relations, telephone etiquette, work order processing, filing, computer entry, spreadsheets, requisitioning of material, receiving material and purchasing material.

3.3 Licenses/Certification:

A valid driver’s license with proof of insurability is required.

3.4 Skills/Knowledge:

The employee must be articulate, self-assured, personable, consistent, and decisive. He/she must be able to read and write English well enough to read and prepare reports, write business correspondence and procedures. Must have the ability to present information and communicate effectively with all personnel within the company, vendors and customers.

Must have the ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.

Must be PC literate and have the ability to use MS Word , MS Excel , MS Outlook and Epicor Eclipse software.

3.5 Physical:

The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job.

Body Positions: Must be able to stand and walk for moderate periods of time, maintain focus and exercise controls that will result in objectives being timely and adequately met. Sitting is necessary for prolonged periods of time. Must have a good use of hands to finger dexterity, reach with hands and arms some of the time. Must have the ability to climb and maintain balance, stoop, kneel, and crouch to store and retrieve materials, parts and supplies up to one third of the time.

Body Senses: Must have command of the senses of sight, hearing, touch and smell. Must have clear color vision sufficient to readily identify vendor details of brochures, logos, graphic art and pertinent information. Vision must also include close vision, distance vision, peripheral vision, and depth perception and be sufficient to shift in focus from computer screens to close forms and back as necessary. Must hear and speak well enough to conduct business over the phone for prolonged periods of time.

Strength:

Must have ability to lift and move up to 25 pounds of weight.

3.6 Mental:

He/she must be able to solve practical problems and deal with a variety of concrete variables where only limited standardization exists. Must have the ability to define problems, collect data, establish facts, and draw valid conclusions. Must be able to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Must have the ability to interpret and use purchase orders, bills of lading and/or packing slips, invoices, inventory reports, and job cost reports. Must possess a high degree of mechanical aptitude and ability. Must be capable of applying sound business judgment to all decisions.

3.7 Working Conditions:

This position will most of the time be working indoors in a climate controlled, office environment, but some of the time requires the employee to be moving through or working in the warehouse and yard and may be required to deliver materials and/or equipment to job sites. From this movement the employee will encounter varying temperatures from extreme heat in the summer to cold in the winter.

The noise level in the work environment may be moderate in the office, but is higher in warehouse and yard areas. Working near the moving mechanical parts of vehicles and around a forklift requires a higher than normal level of safety consciousness.

Eight (8) hour workdays per normal five (5)-day week is required, but occasional weekend work may be necessary through “on-call” status.

4.0 AUTHORITY AND ACCOUNTABILITY

4.1 Authority:

The Purchasing and Sales Assistant is delegated the authority by the Purchasing Manager to accomplish the responsibilities and duties as set forth in Section 5.0. She/he has the authority to make purchases of materials, parts, operating supplies, tooling, small tools, and equipment with in budgetary guidelines established by the Purchasing Manager. She/he may sign such documents as may be necessary as the documents relate to Purchasing in the name of Desert Hills Electric Supply with the approval of the Purchasing Manager.

4.2 Accountability:

The Purchasing Agent is accountable directly to the Purchasing Manager for setting the standards of performance for the Purchasing Department and achieving the established goals for those functions. There is a functional reporting relationship between the Sales Personnel, Purchasing Manager, and the Warehouse Supervisor utilizing the appropriate tact and candor, while respecting the organizational structure.

PERFORMANCE EVALUATION

The Purchasing Manager will make specific evaluations on an annual basis for this position on each of the following performance criteria. Scoring will be determined on a scale of 1 through 10, with 1 representing poorest performance and 10 being excellent performance. A tally and total performance score will be provided at the end of the evaluation.

5.0 RESPONSIBILITIES AND DUTIES

The responsibilities of the Purchasing Agent shall include, but will not be limited to the following:

PERFORMANCE RATING

_____ 5.1 Purchases in accordance with Desert Hills Electric Supply, Inc. procedures, through the use of a Purchase Order in the Epicor Eclipse software.

_____ 5.2 Ensures that the profit and growth objectives are met through purchasing at the lowest price available for inventory with like, kind and quality in accordance with

Desert Hills goals.

_____ 5.3 Maintains favorable, extended terms and/or discounts with vendors.

_____ 5.4 Processes all purchasing requests from sales department.

_____ 5.5 Prepares and develops reports for Desert Hills Electric Supply that show standards and measurement of goals established for Desert Hills Electric Supply in regards to purchasing and sales.

_____ 5.6 Assists Sales Personnel with quotes and orders as needed.

_____ 5.7 Provides customer service to walk in customers and phone customers in a courteous and professional manner.

_____ 5.8 Completes all duties in a timely manner.

_____ 5.9 Communicates with vendors as necessary in a courteous and professional manner.

_____ 5.10 Assists in cycle counts and inventory adjustments as required and accurately.

_____ 5.11 Maintains files of literature, catalogues and price books on any or all information pertaining to Desert Hills purchasing needs in an organized manner.

_____ 5.12 Maintains a clean and presentable work station.

_____ 5.13 Maintains an approved vendor list.

_____ 5.14 Personally does not receive any gifts or favors from vendors or suppliers.

_____ 5.15 Assists in ensuring that existing accounts are adequately serviced to ensure they are maintained and satisfied..

_____ 5.16 Documents complaint calls as required and forwards the information to the

Purchasing Manager in a timely manner.

_____ 5.17 Ensures that all work related to the position is conducted in a professional manner.

_____ 5.18 Maintains updated tracking and delivery information on open purchase orders.

_____ 5.19 Process freight claims including missing or damaged freight with carrier or vendor.

_____ 5.20 The Purchasing Agent may perform other such duties as indicated or delegated by the Purchasing Manager and as necessary to ensure the profit goals of the Company are met.

6.0 OTHER JOB CRITERIA

6.1 Planning and Time Utilities

_____ 6.1.1 Makes best use of work time to complete all aspects of the job

on schedule.

_____ 6.1.2 Consistently demonstrates ability to establish and manage priorities.

6.2 Initiative

_____ 6.2.1 Is a self-starter and manifests a proactive approach to all aspects of his/her

responsibility.

_____ 6.2.2 Recognizes and performs tasks that need to be completed, although not

directly assigned – assists others as needed.

_____ 6.2.3 Is active as a teacher, mentor and coach to all people within the Company.

6.3. Attendance and Reliability

____ 6.3.1 Is punctual - arrives at work on time.

____ 6.3.2 Maintains his/her work hours in accordance with Company policy.

____ 6.3.3 Does not abuse personal time off.

6.4 Judgment and Decision-Making

_____6.4.1 Demonstrates sound, fiscally prudent judgment when making business

decisions

_____6.4.2 Is adept at investigating problems, avoids jumping to conclusions when he/she doesn’t have all the facts, identifies the underlying causes and formulates appropriate solutions.

_____6.4.3 Respects the confidentiality of customer and Company information,

including personnel matters.

6.5 Relationships with Others

_____6.5.1 Maintains cooperative and cordial working relationship with all Company

employees

_____6.5.2 Demonstrates ability to tactfully handle difficult situations.

_____6.5.3 Is forceful with others in maintaining established standards of

performance and insists on compliance.

Job Type: Full-time

Pay: $50,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $50,000 - $75,000