Purchasing Agent

Under limited supervision, performs supervisory and complex administrative and purchasing duties in the Purchasing Division of the Finance Department. Develops, coordinates, implements, and supervises purchasing activities and functions for the Parish. Oversees purchasing of all goods, services, materials, supplies, equipment and construction. Develops purchasing objectives, policies, and procedures. Ensures all purchasing decisions are made in accordance with acceptable standards of performance and meet all legal requirements set forth by the Parish Ordinance, policies and procedures. Provides supervision of all purchasing personnel. Employee must also exercise tact and courtesy in frequent contact with vendors and the general public. Reports to the Finance Director.

ESSENTIAL JOB FUNCTIONS

Supervises subordinate staff; supervisory duties include instructing; assigning, reviewing and planning work of others; maintaining standards; coordinating activities; allocating personnel; selecting new employees; acting on employee problems; and recommending employee discipline and discharge.

Develops, coordinates, implements, and supervises purchasing activities and functions for the Parish; manages and supervises the activities of purchasing employees in order to establish and maintain an effective operation; performs a variety of special assignments and serves on various purchasing, evaluation and problem-solving committees.

Procures all contractual services, equipment, materials and supplies required by the Parish in amounts or estimated amounts of fifteen thousand dollars or less in accordance with the policies and procedures set forth in the Parish Ordinance; submits recommendations to the Parish Administrator for award, therefore executes contracts for all purchases of contractual services, equipment, materials and supplies in amounts of estimated amounts greater than fifteen thousand dollars and less than twenty-five thousand dollars; submits recommendations to the Parish Council for award, therefore executes contracts for all purchases of contractual services, equipment, materials and supplies in amounts or estimated amounts of twenty-five thousand dollars or greater.

Authorizes purchases of equipment, goods and services for the Parish and subsequent change orders; reviews and approves purchase requisitions, purchase orders, and award of contracts for required goods and services and term contracts resulting from competitive sealed bids, requests for written quotations, telephone quotes, sole source purchasing, state contracts, and open market sales.

Maintains auditable purchasing records to include complete records of competitive bids and proposals, order histories, vendor files, etc.; acts as Iberia Parish's representative on all matters pertaining to purchasing.

Coordinates the use of term contracts and blanket purchase orders to reduce the accompanying paperwork; uses standard specifications where applicable to purchase orders and contracts; ensures compliance with such specifications through adequate inspections of deliveries; consolidates purchases of like or common items to obtain maximum economical benefits and cost savings, and explore the possibilities bulk buying.

Assists various Parish department and agencies in establishing standardization of materials, supplies, and equipment where practicable; evaluates default actions to ascertain the identity of all vendors who default on their bids to the Parish and to make no purchases from said vendors for a period of up to one year unless default assessment has been satisfied or waived by the Parish Administrator.

Contracts, manages, and coordinates all capital construction, repairs, operational, professional and consulting services for the Parish; contracts architectural services for all construction projects in accordance with purchasing code; conducts conferences between architects, contractors, and Parish personnel to ensure all Parish needs are met; coordinates with proper personnel to ensure necessary technology and telephone requirements are in accordance with Parish standards; acts as liaison between departments, contractors, and architects during construction phase.

Develops bid documents for complex bid. requirements, and requests for proposals (RFP); conducts pre-bid and pre-proposal conferences as necessary to advise offerors of the requirements and to answer questions and issue amendments as required; acts a chairperson of the evaluation committees for the evaluation of proposals received as result of an RFP; prepares and submits purchasing recommendations of various evaluation committees to Parish Council for review and approval to award contract resulting from the RFP process.

Prepares detailed contracts from complex bids and proposals, as well as contract revisions; provides contract administration until the completion of the contract.

Develops purchasing objectives, policies, programs and procedures for the purchase and acquisition of all materials, supplies, equipment and services; develops with approval of the Parish attorney as to legal sufficiency, standard forms conditions of invitations to bid and request for proposals, purchase orders and contracts; designs all forms required in carrying out the provisions of the purchasing ordinance; updates current purchasing policies and procedures relative to purchasing activities to maintain Purchasing Manual.

Implements and maintains supervision of the Parish's automated purchasing system; analyzes and evaluates current developments in the fields of purchasing, pricing, market conditions and new product development.

Oversees the accounts payable process to ensure that the Parish receives goods and services in accordance with the terms, conditions and costs as outlined on the purchase order and any applicable contracts.

Transfers between departments and/or agencies supplies, materials and equipment which are no longer needed by a holding agency but which can be used by the receiving agency; exchanges, trades in or sells those supplies, materials and equipment which are surplus, obsolete, unused or which are found not to be required for public use; coordinates and supervises the annual public auction.

Prepares the annual operating and capital budget recommendation and long-term growth projections for Purchasing Services; supervises and controls expenditures accordingly; assists other departments with budget forecasting for equipment and supply needs.

Coordinates the maintenance of the Parish telephone system, places orders for additions, deletions or changes to the system; contracts with a telephone carrier for long distance services.

Negotiates, administers and maintains all leased and rental property contracts; reviews and processes annual leases; keeps abreast of property that may become available in close proximity to Parish facilities.

Prepares and submits monthly purchasing status reports to the Finance Director and Parish Administrator.

Maintains certification requirements as Certified Professional Public Buyer (CPPB) by attending quarterly purchasing training and national conferences to remain abreast of purchasing techniques and trends; maintains a network of purchasing professionals for the exchange of ideas and problem solving.

Oversees the administration of the Parish's wrecker service contract used by the Sheriff’s Department, Fleet Services and Communications Department in accordance with the Iberia Parish Ordinance.

Receives and/or reviews purchase requisitions, construction/RFP specifications, contract documents, purchase orders, and change orders, etc.

Prepares and/or generates purchasing policies and procedures manual, construction/RFP specifications, annual purchasing operating/capital budget, recommendations, and monthly reports, etc.

Refers to policy and procedure manuals, purchasing code, previous solicitations, Parish ordinances, and NIGP specification library, etc.

Operates a variety of equipment such as a computer, pager, printer, fax machine, copier, calculator, and telephone.

Uses clerical and computer supplies; uses Microsoft Word, Excel, Outlook, Daytimer, WordPerfect, Banner and the Internet.

Interacts and communicates with various groups and individuals such as the immediate supervisor, other department heads and employees, subordinates, Parish Council, Parish Administrator, vendors, architects, engineers and the general public.

ADDITIONAL JOB FUNCTIONS

Coordinates the development of a comprehensive vendor listing by commodities and services; maintains a current library of vendor catalogs and reference books for goods and services.

Promotes good will and public relations between Iberia Parish and its suppliers; encourages full and open competition wherever possible.

Performs related duties as required.

MINIMUM TRAINING AND EXPERIENCE

Bachelor's degree in business administration, buying or related field supplemented by five to six years of responsible experience in purchasing, preferably for a government agency, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must possess and maintain certification requirements as a Certified Professional Public Buyer (CPPB).

Job Type: Full-time

Pay: $19.00 - $26.00 per hour

Expected hours: 35 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $19 - $26