Purchasing Agent

Summary Of Job Duties And Responsibilities

Responsible for establishing contractual agreements for goods and services in a manner to maximize the best value for the University in accordance with existing statutes, regulations, and policies. Determine correct source based on factors such as price, quality, need, and any other pertinent data. Establish responsive, productive and ethical relationships with university departments, state agencies, professional trade organizations, and vendors. This position reports to the Director of Procurement Services.

• Provide sources for merchandise, service and maintenance.
• Price contracts:
• Maintain current files of applicable consortium, state and federal contracts.
• Establish local price contracts based on recurring requirements.
• Utilize existing vendor list and provide input to modify the existing list to meet current requirements.
• Monitor trade publications for new, competitive vendors and products.
• Possess a working knowledge of applicable laws, regulations, rules, and policies.
• Maintain or gain access to regulatory information.
• Participate in professional development activities, membership in professional organizations, attendance at seminars and workshops.
• Educate University departments on appropriate procurement procedures and policies.
• Contractual Agreements:
• Bids, Request for Proposals and Quotations:
• Responsible for determining requirements, defining and writing specifications, conduct competitive negotiations with responsive bidders, and preside over evaluation committee.
• Properly award contracts based on evaluation criteria and specifications.
• Requisitions:
• Determine appropriate purchasing action – bid, quote, price contract, direct purchase.
• Ensure delegated authority has not been exceeded, appropriate account manager has approved specific account number, and applicable price contract information is recorded.
• Review computer generated requisitions for clarity, correctness, completeness, and compliance with Kentucky statutes and University rules and policies.
• Communicate with appropriate departments to clarify requests, add needed information, or research and obtain appropriate supporting documentation for the purchase.
• Purchase Orders:
• Have purchase orders properly and accurately prepared from the following base documents:
• Regulations
• Price Contracts
• Bids, quotations and request for proposals.
• Maintenance, License and Lease/Purchase Agreements:
• Responsible for providing all applicable information for establishing these agreements. Ensure base documents are accurate, bid process, existing contracts, etc.
• Assist in resolution of continual problems.
• Other duties as assigned.