Purchasing Agent

Description

Nature of Work

This is very responsible supervisory, accounting and purchasing work with responsibility for all purchasing activities for Maury County Government and the Maury County Board of Education in accordance with the private act known as the Maury County Financial Management System of 2018. Activities associated with the position include providing administrative guidance and support to all Maury County departments regarding the authorization and procurement of all supplies, materials, equipment, commodities, services, professional services, leases / rentals, contracts, construction / renovation and public works projects as well as the disposition of real and / or personal surplus property. Additional activities include administering and negotiating all procurement authorizations and researching, interpreting and adopting relevant standards and regulations. The incumbent also assists in resolving disputes between department heads, vendors, and suppliers and supervises the activities of all administrative and accounting support staff. Job responsibilities require extensive knowledge of purchasing and procurement methods and practices, considerable knowledge of accounting policies and procedures, thorough experience dealing with state and federal funds, unquestionable integrity, strong interpersonal, organizational and decision making skills, considerable supervisory experience and dedicated attention to detail. Job performance is evaluated by the Maury County Financial Management Board in consultation with the Finance Director through review of the incumbent's knowledge and expertise in purchasing and procurement activities, accuracy and thoroughness of all financial transactions and purchases, ability to meet deadlines and reporting requirements, cost containment efficiencies, and the ability to interact effectively with co-workers, local officials and department heads. Job duties are also subject to audit by independent auditors and the State of Tennessee.

Illustrative Examples of Work

• Provides administrative guidance and support to all Maury County departments and the Board of Education regarding the authorization and procurement of all supplies, materials, equipment, commodities, services, professional services, leases / rentals, contracts, construction / renovation and public works projects as well as the disposition of real and / or personal surplus property.
• Develops requisition forms to be used by the various agencies of the county subject to approval of the purchasing committee.
• Reviews procurement requisitions including all specifications in accordance with Section 23 of the Act.
• Administers, extends, terminates, negotiates and re-negotiates all procurement authorizations including state and federal grants pertinent to the operations of Maury County government and the Maury County Board of Education.
• Countersigns invoices for payments of any / all commodities, services, contracts, wages or other incurred expenditures.
• Assumes responsibility and oversight for all fixed asset and inventory management for all County and Board of Education properties.
• Assists with delinquent tax sales managed through the purchasing office in coordination with the Clerk and Masters and Trustees offices.
• Attends budget committee meetings, Board of Education and County Commission meetings as needed by the Finance Director.
• Participates, coordinates, bids, negotiates and administers local, state and federal grant funded procurement transactions for the County as well as interlocal concurrence with cities, historical associations and other such affiliates dependent upon Maury County for grant funding assistance.
• Ensures that capital projects that have been approved by the capital projects budget and operating budget and funded according to law shall be competitively bid according to the requirements approved in the capital projects budget and operating budget.
• Works with state and federal officials to ensure grant compliance; determines awards in accordance with the guidelines; authorizes all commodities and services, change orders, payments and final acceptance and maintains records for public review and audit.
• Seeks legal counsel from the County Attorney when deemed necessary and recognizes and addresses illegal and / or unethical business practices or situations.
• Participates in the development of policies and procedures relating to the purchase of supplies, materials, equipment, commodities and contracting for services, professional services, leases / rentals, construction / renovation and public works projects; makes recommendations and adopts changes to improve existing standards, policies and procedures; ensures compliance with government regulations.
• Interviews, selects and hires staff; provides and coordinates staff training; evaluates employee performance and initiates changes to improve processes.
• Researches open market conditions including experience, reputation, price trends, market conditions, trade shows, conferences, catalogs and internet access; evaluates commodity selection, quality, availability, service support, reliability and product development criteria.
• Reviews requisitions and other related documents for completeness, accuracy, authorization for purchase or payment, availability of funds and compliance with all procurement policies and procedures.
• Administers, negotiates, coordinates and maintains all contracts for commodities, services, professional services, leases / rentals and construction projects.
• Mediates and resolves issues regarding specifications, bids, proposals, offers, requisitions, agreements, contracts, deliveries, invoices and other associated matters.
• Participates in the development, negotiations, procurement solicitations, and contract implementation of liability insurance policies and other risk management administration contracts.
• Negotiates and administers fuel purchases for County owned tanks based on rack pricing from designated terminals; negotiates and administers contracts for fuel purchased from various station locations within the County for use in County owned fleet vehicles.
• Reviews, coordinates and administers procurement from GSA and SWC contracts, based on availability and cost effectiveness of commodities and / or services offered to local government.
• Participates with other government entities regarding collaborative purchasing efforts and implements efforts when cost effective.
• Issues and authorizes all local, state and federal tax exemption certificates and related authorization documents.
• Develops and implements an active trade reference (vendor) file; maintains signed, written agreements and electronic database.
• Maintains a database of all procurement transactions and vendor performance history; monitors and manages purchase order and term contract encumbrances.
• Maintains accurate records, documents, blueprints, maps and other related data of all procurement transactions, services, professional services, leases / rentals, contracts and construction projects as well as disposition of real and / or personal surplus property for a minimum of 10 years (infinite for construction projects).
• Administers, organizes, implements and distributes all credit cards used by County employees in compliance with the County Credit Card Procurement Policy; maintains master listing of users; maintains files of signed employee agreements.
• Coordinates and administers purchases, operational compliance, maintenance and warranties of County communications / electronic equipment and systems; communicates problems, concerns and disruptions with suppliers; maintains written work order schedules and dated complaint files.
• Evaluates actual values and negotiates trade-in allowances regarding obsolete equipment, vehicles and / or other materials considered for trade.
• Maintains a master listing for all title County fleet and equipment; maintains original, certified vehicle / equipment titles in a fire proof safe.
• Schedules bid dates / times, publicly opens bids, authorizes contractual agreement, issues notices to proceed, authorizes change orders and verifies / authorizes payment requests to the contractor or service provider.
• Administers, coordinates, performs and authorizes used purchases or surplus property trades from another government entity, disposition of tangible surplus personal property, disposition of real surplus property, disposition and exemption of unsalvageable surplus personal property.
• Conducts public auction disposition for all tangible surplus personal property and real surplus property; prepares and administers sealed bid disposition of certain surplus property if considered more advantageous than public auction disposition.
• Conducts vendor focused "how to do business" presentations and seminars; prepares and distributes information and guidelines reference County procurement methods.
• Participates and attends departmental meetings, standing committee meetings and other related meetings as directed by the County Mayor and County Commissioners to present requests, designs, plans proposals, budgetary figures and other related strategies for information, guidance, support and / or approval.
• Performs related duties as required.

Requirements

Necessary Requirements of Work

Graduation from an accredited four year college or university with a B.A. Degree in Business Administration, Public Administration, Accounting, or closely related field; thorough experience in purchasing and procurement activities and governmental accounting; strong interpersonal, organizational and decision making skills; ability to maintain a high degree of accuracy and attention to detail; thorough knowledge of computerized accounting applications; ability to perform multiple tasks simultaneously; considerable supervisory experience; or any combination of education and / or experience to provide the following knowledge, abilities and skills :

Necessary Special Requirements

Possession of a valid Tennessee Drivers license and the ability to be insured at standard vehicle liability rates.

Physical Requirements