What are the responsibilities and job description for the Purchasing Agent position at Gila, County of (AZ)?
JOB
The purpose of this position is to facilitate Department requests to obtain quotes, review order requests, and procure goods and services in the most cost effective or best value pricing for the County. Strive to exceed customer expectations while ensuring all purchases are done legally. Assist staff in maintaining asset inventory. Coordinate the disposition of County assets through quarterly auctions.
EXAMPLE OF DUTIES
SUPERVISORY RESPONSIBILITIESThis position does not supervise other employees.ESSENTIAL DUTIES AND RESPONSIBILITIESTIME SPENTCoordinates with County Departments in the acquisition of goods, materials or services by reviewing and analyzing Department requisitions to determine which vendors provide materials, services and products at the best price and delivery.Issues purchase orders in New World ERP to vendors following Federal, State and County guidelines.30%Maintains purchasing information, files and records (e.g. Requests for Proposals, purchase orders, vendor files, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines including SAM.gov certifications of suspension and debarment status for all vendors.Provides documentation to Auditors and Departments as needed.Prepares Board of Supervisor Agenda items ensuring copies are provided to all relevant team members.Maintains Under $50,000.00 monthly report for Deputy Director.30%Gathers price quotations and evaluates to make recommendations for the purchase.20%Assists the Deputy Director Finance/Buyer in the development of procurement documents and maintenance of Digital Contract Management software. Provides research support to Departments and team.10%Assist staff in maintaining County fixed asset inventory records. Coordinates and facilitates the County quarterly auction. Assist Departments with inventory related issues.10%Performs other duties as assigned.BUDGET RESPONSIBILITIESThis position has no responsibility over any types of budget.PROJECT RESPONSIBILITIESProvides project research and clerical support on organizational planning projects.ORAL COMMUNICATION DUTIESThis position trains colleagues and explains County procedures or processes.WRITTEN COMMUNICATION DUTIESThis position creates or edits documents, internal memos, emails, documents and reports.INTERACTIONS WITH THE GENERAL PUBLICInteracts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.INTERACTIONS SPECIFICALLY WITH CUSTOMERSRegularly (More than 55% but less than 70 % in a year)
SUPPLEMENTAL INFORMATION
KNOWLEDGE REQUIREDPurchasing principles and practices; purchasing methods and processes within a governmental environment; Statutes and regulations governing purchasing activities; requests for bid and quotation processes; fundamental principles and techniques used in bookkeeping and accounting; applicable State and Federal Statutes, rules, codes and regulations; automated accounting systems; accounting documentation and reporting; principles of record keeping and records management; standard office software applications.SKILLS REQUIREDActive learning; critical thinking; reading; customer service; negotiating; problem solving; multi-tasking; typing and data entry. Maintaining accurate and interrelated accounting records, and identifying and reconciling errors; coordinating County purchasing activities and performing a variety of purchasing related functions; multi-tasking a variety of projects and managing priorities and tasks to meet schedules and timelines.ABILITIES REQUIREDUpdate accounting information records; focus, and make sense of multiple data; multi-task; perform accurate data entry and mathematical calculations; read, interpret and apply policies, procedures and instructions; ensure compliance with accounting regulations, standards and policies; maintain and coordinate lease programs and third party leases; administer on-line purchasing capabilities for County Departments; communicate effectively verbally and in writing and maintain calm demeanor in stressful situations.PHYSICAL DEMANDSRoutinely sits to complete a program; occasionally sits to attend to reception areas.Constantly requires dexterity for keyboard operation. WORK ENVIRONMENTIncumbents in this position perform work in an office environment where the physical demands require sitting for extended periods of time; may work under stress of deadlines.SAFETY RISK EXPOSUREIncumbents in this position are generally not exposed to safety risk. Occasionally, may be exposed to telephone or in-person verbal abuse by customers, vendors or general public.PROTECTIVE GEAR & SAFETY MANUALSIncumbents in this position are required to follow written safety procedures and manuals relevant to the division or department. CONSEQUENCES OF ERRORPotential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.
The purpose of this position is to facilitate Department requests to obtain quotes, review order requests, and procure goods and services in the most cost effective or best value pricing for the County. Strive to exceed customer expectations while ensuring all purchases are done legally. Assist staff in maintaining asset inventory. Coordinate the disposition of County assets through quarterly auctions.
EXAMPLE OF DUTIES
SUPERVISORY RESPONSIBILITIESThis position does not supervise other employees.ESSENTIAL DUTIES AND RESPONSIBILITIESTIME SPENTCoordinates with County Departments in the acquisition of goods, materials or services by reviewing and analyzing Department requisitions to determine which vendors provide materials, services and products at the best price and delivery.Issues purchase orders in New World ERP to vendors following Federal, State and County guidelines.30%Maintains purchasing information, files and records (e.g. Requests for Proposals, purchase orders, vendor files, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines including SAM.gov certifications of suspension and debarment status for all vendors.Provides documentation to Auditors and Departments as needed.Prepares Board of Supervisor Agenda items ensuring copies are provided to all relevant team members.Maintains Under $50,000.00 monthly report for Deputy Director.30%Gathers price quotations and evaluates to make recommendations for the purchase.20%Assists the Deputy Director Finance/Buyer in the development of procurement documents and maintenance of Digital Contract Management software. Provides research support to Departments and team.10%Assist staff in maintaining County fixed asset inventory records. Coordinates and facilitates the County quarterly auction. Assist Departments with inventory related issues.10%Performs other duties as assigned.BUDGET RESPONSIBILITIESThis position has no responsibility over any types of budget.PROJECT RESPONSIBILITIESProvides project research and clerical support on organizational planning projects.ORAL COMMUNICATION DUTIESThis position trains colleagues and explains County procedures or processes.WRITTEN COMMUNICATION DUTIESThis position creates or edits documents, internal memos, emails, documents and reports.INTERACTIONS WITH THE GENERAL PUBLICInteracts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.INTERACTIONS SPECIFICALLY WITH CUSTOMERSRegularly (More than 55% but less than 70 % in a year)
SUPPLEMENTAL INFORMATION
KNOWLEDGE REQUIREDPurchasing principles and practices; purchasing methods and processes within a governmental environment; Statutes and regulations governing purchasing activities; requests for bid and quotation processes; fundamental principles and techniques used in bookkeeping and accounting; applicable State and Federal Statutes, rules, codes and regulations; automated accounting systems; accounting documentation and reporting; principles of record keeping and records management; standard office software applications.SKILLS REQUIREDActive learning; critical thinking; reading; customer service; negotiating; problem solving; multi-tasking; typing and data entry. Maintaining accurate and interrelated accounting records, and identifying and reconciling errors; coordinating County purchasing activities and performing a variety of purchasing related functions; multi-tasking a variety of projects and managing priorities and tasks to meet schedules and timelines.ABILITIES REQUIREDUpdate accounting information records; focus, and make sense of multiple data; multi-task; perform accurate data entry and mathematical calculations; read, interpret and apply policies, procedures and instructions; ensure compliance with accounting regulations, standards and policies; maintain and coordinate lease programs and third party leases; administer on-line purchasing capabilities for County Departments; communicate effectively verbally and in writing and maintain calm demeanor in stressful situations.PHYSICAL DEMANDSRoutinely sits to complete a program; occasionally sits to attend to reception areas.Constantly requires dexterity for keyboard operation. WORK ENVIRONMENTIncumbents in this position perform work in an office environment where the physical demands require sitting for extended periods of time; may work under stress of deadlines.SAFETY RISK EXPOSUREIncumbents in this position are generally not exposed to safety risk. Occasionally, may be exposed to telephone or in-person verbal abuse by customers, vendors or general public.PROTECTIVE GEAR & SAFETY MANUALSIncumbents in this position are required to follow written safety procedures and manuals relevant to the division or department. CONSEQUENCES OF ERRORPotential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.
Salary : $50,000
