What are the responsibilities and job description for the Purchasing Agent I/II - Purchasing Division/Business Services Department position at Volusia County, FL?
Major Functions
The County of Volusia is seeking a Purchasing Agent I/II for the Purchasing Division within the Business Services Department. This position is located in DeLand, Florida, and will be responsible for technical and specialized assignments in the field of centralized procurement of all types of commodities, services, construction, engineering and capital goods but not limited to: reviewing and processing requisitions; reviewing and assisting in the preparation of specifications for the solicitation of documents; managing the solicitation process; facilitating the negotiation process; preparing the contract documents; and administering the contract from award through expiration. The ideal candidate will have a keen eye for detail and a commercial mindset and know how to evaluate market conditions and suppliers. Outstanding organizational and communication skills are key attributes for this position in negotiating effectively and maintaining vendor relationships. Candidates must be able to provide customer service at multiple levels for both internal and external customers.
Illustrative Duties
(NOTE: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.)
All Levels
- May be assigned to other county locations based upon operational needs.
- Attends work on a regular and consistent basis.
- Must adhere to Federal, State, County and Local ordinances.
- Responds to emergency situations.
- Performs other duties as assigned.
PURCHASING AGENT I
- Works in partnership with internal customers to meet with prospective vendors, inspect and review samples, specifications and illustrations of new products.
- Corresponds with vendors on all aspects of the business relationship, including registration, delivery requirements, substitutions, inquiries, quotations, terms and conditions of purchase orders and contracts.
- Works with internal customers to identify the appropriate sources, competitive methods, cost analysis and contract formats.
- Prepares routine general and front-end solicitation documents within assigned field.
- Reviews all specifications (prepared by others in most cases) with internal customers to determine adequacy.
- Works with internal customers to develop project timelines and to verify that specifications are appropriate and complete; and rewrites or edits as necessary.
- Releases solicitations to vendors; reviews, tabulates and analyzes submittals for compliance; reviews insurance and bonds to ensure compliance with submittal requirements and Federal, State and County purchasing laws and ordinances; prepares recommendations of award to supervisor; and reviews resulting assigned contracts for completeness.
- Schedules and facilitates pre-bid conferences to address questions regarding the solicitation and/or the solicitation process.
- Schedules and participates in pre-project conferences to address/interpret contract requirements in assigned field.
- Reviews and processes requisitions for assigned commodities or services, checks for accuracy and conformance with Federal, State and County purchasing laws and ordinances, verifies change orders for the appropriate approval authority, and assists in the resolution of disputes and discrepancies on invoices.
- Prepares routine addenda, Council meeting agenda items and internal/external correspondence for supervisor's review and approval.
- Monitors assigned contracts to gather historical data and ensure compliance and to facilitate a timely renewal process if applicable.
- Administers, monitors, maintains, and acts as the liaison between internal customers and vendors by assisting in the resolution of performance issues, disputes and claims.
- Assists with clarifying responsibilities of parties designated within assigned contracts.
- Prepares correspondence regarding issue resolution for supervisor's approval.
- Communicates with internal customers regarding needs for services, materials, supplies and equipment, and required delivery schedules.
- Furnishes information concerning prices, available products, and sources of supply
PURCHASING AGENT II
- All illustrative duties of the Purchasing Agent I (Procurement Analyst I) classification.
- Prepares complex general and front end solicitation documents within assigned commodities/services.
- Reviews all specifications (prepared by others in some cases) with internal customers to determine adequacy.
- Works with internal customers to develop complex project timelines and to verify that specifications are appropriate and complete; and rewrites or edits as necessary.
- Releases complex solicitations to vendors; reviews, tabulates and analyzes submittals for compliance; reviews insurance and bonds to ensure compliance with submittal requirements and Federal, State and County purchasing laws and ordinances; prepares recommendations of award to supervisor; and reviews resulting contracts for completeness.
- Facilitates the contract negotiation process and prepares the final contract documents for the appropriate approval authorities and ensures that the final contract is in conformance with Federal, State and County purchasing laws and ordinances.
- Prepares complex routine addenda, change orders, Council meeting agenda items and internal/external correspondence for supervisor's review and approval.
- Provides training on procurement related topics as assigned by supervisor.
- Implements and/or administers special projects/programs and/or contracts as assigned by supervisor
Minimum Requirements
PURCHASING AGENT I: Hiring Range: $19.73 to $21.71
Bachelor's degree in Business Administration Finance, Economics, Marketing, Procurement or related field; OR graduation from high school or possession of GED and four (4) years of experience in a related field (e.g. direct procurement, purchasing, finance, budget, marketing, etc.)
A comparable amount of education, training, or experience may be substituted for the minimum qualifications.
PURCHASING AGENT II: PURCHASING AGENT II: Hiring Range: $27.34 - $30.07
Two (2) years as a Procurement Analyst I with the County of Volusia or a Bachelor's degree in Business Administration, Economics, Marketing, Procurement, or a related field and two (2) years of experience in a procurement-purchasing arena. A comparable amount of education, training, and experience to include at least one (1) year of experience in a procurement-related field (e.g. direct procurement, purchasing, finance, budget, marketing, etc.) may be substituted for the minimum qualifications. Having met the minimum requirements, the preferred applicant shall have a certification from National Institute of Government Purchasing (NIGP) NIGP Certified Procurement Professional (NIGP-CPP) or Universal Public Procurement Certification Council (UPPCC) Certified Public Procurement Buyer (CPPB) or similar organization
Levels I and II must also
- Possess a valid driver's license and maintain a valid Florida driver's license within 30 days of appointment.
- Be proficient in using personal computers (including Microsoft Suite/Microsoft 365 applications such as Outlook, Word, Excel, and PowerPoint) and small office machines.
Knowledge, Skills & Abilities
ALL LEVELS
- Ability to show proficiency in the use of personal computers, Microsoft software and small office machines.
- Ability to communicate effectively both orally and in writing.
- Ability to work under stressful conditions.
- Ability to interact effectively with others
- Must be able to relocate to other county locations based upon operational needs.
PURCHASING AGENT I
- Ability to learn and adapt to governmental purchasing methods, policies, procedures, and terminology and their application to assigned areas which may include but not be limited to: general commodities, services and capital goods; architectural and engineering terminology, processes, and services; and vertical and horizontal construction means and methods, etc.
- Ability to demonstrate proficient use of modern office practices and methods.
- Ability to keep detailed records.
- Ability to obtain and interpret market prices and trends, and to apply such interpretation to procurement problems.
- Ability to read, interpret and evaluate specifications for completeness, and assist the internal customer in revisions as needed.
- Ability to communicate effectively both orally and in writing.
- Ability to establish and maintain effective relationships with vendors, County internal customers, and the general public.
- Ability to conduct pre-bid meetings and bid openings.
- Ability to show proficiency in the use of personal computers (including Microsoft Suite applications such as Word, Excel, Access and Power Point) and small office machines.
PURCHASING AGENT II
- All knowledge, skills and abilities of the Purchasing Agent I (Procurement Analyst I) classification.
- Ability to demonstrate knowledge of competitive procurement and contract administration of, the grades, qualities, supply sources, and market factors of assigned categories for commodities, services, capital goods, and construction projects that are frequently required by the County's internal customers.
- Ability to demonstrate advanced knowledge of terminology specific to assigned field (such as architectural, engineering, construction, technology, insurance, etc.) and its application to professional services, contracts and procurement of equipment and other related items.
- Ability to demonstrate comprehension of all phases of contract negotiation, development and administration in assigned field.
- Ability to demonstrate knowledge of the County's budgetary procedures.
- Ability to establish and maintain effective relationships with vendors, County internal customers, and the general public.
- Ability to facilitate selection committee meetings, potential vendor interviews and contract negotiations as assigned by supervisor.
- Ability to perform as a project implementers and/or administrator for specific projects/programs as assigned by supervisor including but not limited to: The Procurement Card Program, the Automated Purchasing System, the Electronic Office Supply Catalog Ordering System, the On-Line Surplus Property System, new initiatives, etc.
ADA REQUIREMENTS:
Physical Demands: Sedentary work. Able to life, carry, push or pull up to 10 pounds. Visual acuity (peripheral vision, depth perception) necessary to operate a motorized vehicle. Ability to talk; see, hear, finger dexterity.
Environmental Demands: Inside work and/or outside work relating to pre-solicitation and project meetings.
Mental Demands: Ability to read and comprehend technical professional journals, financial reports, legal documents, abstracts and schematics. Ability to write business letters, reports, financial reports, policies, procedures and summaries. Ability to perform functional business math. Ability to write complex and comprehensive documents, reports, and various types of legal documents. Ability to speak publicly and extemporaneously; conversant in theory and practices of discipline.
Volusia County is a drug free workplace and an Equal Opportunity Employer committed to a diverse workforce. Veterans' preference in accordance with federal, state, local laws.
We offer a competitive and comprehensive benefits package that includes:
HEALTH INSURANCE
- Medical
- Dental
- Vision
- Flexible Spending Account
RETIREMENT
- Florida Retirement System (FRS)
- Deferred Retirement Option Program (DROP)
- Deferred Compensation (475 Plan)
SUPPLEMENTAL INSURANCE
- Life Insurance
- Short Term Disability Insurance
- Long Term Disability Insurance
- Cancer Insurance
- Critical Illness Insurance
PAID TIME OFF
- Personal Leave
- Holidays
- Bereavement
- Military
HOLIDAYS
The County of Volusia observes the following holidays annually:
- New Year's Day
- Martin Luther King Day
- Good Friday
- Memorial Day
- Independence Day
- Labor Day
- Veterans Day
- Thanksgiving (and day after)
- Christmas
ADDITIONAL BENEFITS
- Tuition Reimbursement
- Onsite Wellness/Fitness Center
- Computer Purchase Program
- Direct Deposit Payroll
Temporary and intermittent employees are not paid for holidays and are not eligible for benefits.
Salary : $20 - $22
