What are the responsibilities and job description for the Purchasing Agent (ALTSD #6363) position at State of New Mexico?
Posting Details
This posting will be used for ongoing recruitment and may close at any time. Applicant lists may be screened more than once.
This position serves as the financial liaison to the Information Technology and Administrative Services Divisions, monitoring and paying invoices and audits the Internal Purchase Request Form for compliance with the NM Procurement Code, the Department of Finance and guidelines and the NM State Purchasing guidelines. This position creates purchase orders for the entire agency and maintains a file tracking system on all documents. Provides excellent customer service to all of ALTSD staff on the SHARE financial module for purchase orders.
Why does the job exist?
This role is pivotal in ensuring the smooth operation of our procurement processes. It involves providing comprehensive daily support by meticulously reviewing agency Internal Purchasing Requests (IPRs), determining the most appropriate procurement methods, and efficiently creating and processing purchase orders, payment packets, and invoices. Furthermore, this role is essential in guiding ALTSD through the complexities of the Procurement Code and the Department of Finance and Administration Model Accounting Practices Manual (MAPs).
In addition to these responsibilities, the position requires conducting thorough audits of relevant rules, policies, and procedures, and offering expert advice to agency staff on correct methods and processes. This ensures adherence to regulatory standards and promotes best practices across the department. The role demands a keen eye for detail, exceptional organizational skills, and a deep understanding of procurement regulations to effectively support and enhance the department's operational efficiency.
How does it get done?
Preparation, Auditing, and Processing of Purchase Orders (30%): The ideal candidate will prepare, audit, and process all purchase orders for ALTSD, ensuring compliance with state procurement code requirements, applicable state purchasing regulations, Department of Finance and Administration Model Accounting Practices Manual (MAPs), and department purchasing policies. The candidate will audit, review, and process payment packets for ALTSD, including ASD and ITD invoices and their respective transmittal forms. Maintenance of Payment Tracking Sheets (40%): The candidate will maintain and update the ALTSD payment tracking sheet for both ASD and IT, track and pay invoices, and ensure all obligations are current, helping to prevent prior year carryovers. Review and Processing of Internal Purchasing Requests (IPRs) (10%): This role involves reviewing agency Internal Purchasing Requests (IPRs), determining the most appropriate procurement methods, and efficiently creating and processing purchase orders. Guidance and Compliance (10%): The candidate will provide guidance to ALTSD in navigating the Procurement Code and the Department of Finance and Administration Model Accounting Practices Manual (MAPs). They will audit relevant rules, policies, and procedures, advising agency staff on correct methods and processes. Supporting the Chief Procurement Officer (5%): This includes assisting in establishing efficient processes and procedures to meet the escalating demands of the department's divisions, ensuring smooth operation of procurement activities. Contract Management (5%): While the role will primarily focus on purchase orders, it will also involve some aspects of contract management, such as investigating and resolving contract performance issues to ensure compliance, and drafting contract amendments due to changes in project scope.
Who are the customers?
The New Mexico Aging and Long-Term Services Department
Ideal Candidate
The New Mexico Aging and Long-Term Services Department
Minimum Qualification
Bachelor's degree in Business or Accounting and Finance and two (2) years of experience in accounting, finance, purchasing, procurement, and/or warehouse clerking. Any combination of education from an accredited college or university in a related field and/or direct experience in this occupation totaling six (6) years may substitute for the required education and experience.
Employment Requirements
Must possess and maintain a valid Driver's License.
Must possess and maintain a current Defensive Driving Course Certificate from the State of New Mexico or must pass and receive Defensive Driving Course Certification within 90 days of employment.
Working Conditions
Work is performed in an office setting, with exposure to Visual/Video Display Terminal (VDT), extensive computer and telephone usage. Must be able to lift 25 lbs.
Supplemental Information
Do you know what Total Compensation is? Click here
Agency Contact Information: Gary O. Chavez (505) 470-7823. Email
For information on Statutory Requirements for this position, click the Classification Description link on the job advertisement.
Bargaining Unit Position
This position is not covered by a collective bargaining agreement.
This posting will be used for ongoing recruitment and may close at any time. Applicant lists may be screened more than once.
This position serves as the financial liaison to the Information Technology and Administrative Services Divisions, monitoring and paying invoices and audits the Internal Purchase Request Form for compliance with the NM Procurement Code, the Department of Finance and guidelines and the NM State Purchasing guidelines. This position creates purchase orders for the entire agency and maintains a file tracking system on all documents. Provides excellent customer service to all of ALTSD staff on the SHARE financial module for purchase orders.
Why does the job exist?
This role is pivotal in ensuring the smooth operation of our procurement processes. It involves providing comprehensive daily support by meticulously reviewing agency Internal Purchasing Requests (IPRs), determining the most appropriate procurement methods, and efficiently creating and processing purchase orders, payment packets, and invoices. Furthermore, this role is essential in guiding ALTSD through the complexities of the Procurement Code and the Department of Finance and Administration Model Accounting Practices Manual (MAPs).
In addition to these responsibilities, the position requires conducting thorough audits of relevant rules, policies, and procedures, and offering expert advice to agency staff on correct methods and processes. This ensures adherence to regulatory standards and promotes best practices across the department. The role demands a keen eye for detail, exceptional organizational skills, and a deep understanding of procurement regulations to effectively support and enhance the department's operational efficiency.
How does it get done?
Preparation, Auditing, and Processing of Purchase Orders (30%): The ideal candidate will prepare, audit, and process all purchase orders for ALTSD, ensuring compliance with state procurement code requirements, applicable state purchasing regulations, Department of Finance and Administration Model Accounting Practices Manual (MAPs), and department purchasing policies. The candidate will audit, review, and process payment packets for ALTSD, including ASD and ITD invoices and their respective transmittal forms. Maintenance of Payment Tracking Sheets (40%): The candidate will maintain and update the ALTSD payment tracking sheet for both ASD and IT, track and pay invoices, and ensure all obligations are current, helping to prevent prior year carryovers. Review and Processing of Internal Purchasing Requests (IPRs) (10%): This role involves reviewing agency Internal Purchasing Requests (IPRs), determining the most appropriate procurement methods, and efficiently creating and processing purchase orders. Guidance and Compliance (10%): The candidate will provide guidance to ALTSD in navigating the Procurement Code and the Department of Finance and Administration Model Accounting Practices Manual (MAPs). They will audit relevant rules, policies, and procedures, advising agency staff on correct methods and processes. Supporting the Chief Procurement Officer (5%): This includes assisting in establishing efficient processes and procedures to meet the escalating demands of the department's divisions, ensuring smooth operation of procurement activities. Contract Management (5%): While the role will primarily focus on purchase orders, it will also involve some aspects of contract management, such as investigating and resolving contract performance issues to ensure compliance, and drafting contract amendments due to changes in project scope.
Who are the customers?
The New Mexico Aging and Long-Term Services Department
Ideal Candidate
The New Mexico Aging and Long-Term Services Department
Minimum Qualification
Bachelor's degree in Business or Accounting and Finance and two (2) years of experience in accounting, finance, purchasing, procurement, and/or warehouse clerking. Any combination of education from an accredited college or university in a related field and/or direct experience in this occupation totaling six (6) years may substitute for the required education and experience.
Employment Requirements
Must possess and maintain a valid Driver's License.
Must possess and maintain a current Defensive Driving Course Certificate from the State of New Mexico or must pass and receive Defensive Driving Course Certification within 90 days of employment.
Working Conditions
Work is performed in an office setting, with exposure to Visual/Video Display Terminal (VDT), extensive computer and telephone usage. Must be able to lift 25 lbs.
Supplemental Information
Do you know what Total Compensation is? Click here
Agency Contact Information: Gary O. Chavez (505) 470-7823. Email
For information on Statutory Requirements for this position, click the Classification Description link on the job advertisement.
Bargaining Unit Position
This position is not covered by a collective bargaining agreement.
