Purchasing Agent

We are looking for a senior procurement or purchasing specialist with a thorough working knowledge of all components of purchasing and contracting as it relates to a Virginia municipal agency, located in Alexandria.  This individual must demonstrate the ability to work closely with others with a minimum of friction and conflict.  Tact, common sense and fairness must be demonstrated traits.  The position requires the ability to exercise independent judgment within the parameters of the appropriate laws and Authority policies.  This position is under the direct supervision of the Business Manager.

 

Description of Duties:

 

1.      Responsible for planning, coordinating, and executing the purchasing activities of the Authority in compliance with relevant laws and policies.

 

2.      Prepare and assist in the preparation of specifications for materials, equipment, or services, and for preparing documents necessary for bids, quotations, and proposals in support of user.

 

3.      Responsible for advertisements and notifications necessary for pre-bid or proposal conferences, scheduling and coordinating these meetings as well as any formal bid opening.

 

4.      Analyze all quotations, bids and proposals of the Authority in consultation with consultants and/or Authority directors and managers as appropriate.  Prepare written recommendations of acceptance or rejection and participates, solicits, evaluates, negotiates, and awards contracts with outside entity for furnishing products, services, construction including research and development; administer said contracts, terminate contracts as needed by analyzing, negotiating, and settling claims and proposals.

 

5.      Participate with other jurisdictions in the exchange of information relating to vendors, services, prices, and quality.  Collect data from other local jurisdictions in order to sponsor bid(s) for goods or services on their behalf in conjunction with the Authority’s needs.

 

6.      Consult with ASA personnel on procurement needs and provide assistance on purchasing related technical issues.

 

7.      Work closely with all divisions/departments/sections to ensure that requisitions are complete, accurate and adhere to Authority policy and existing contracts for ordering.

 

8.      Reconcile routine and complex invoices and verify invoices prior to their payment (those items covered by purchase order).

 

9.      Administer the Authority’s purchasing card program.  Provide training and assistance to users.

 

10.  Responsible for the preparation and annual update of purchasing standard operating procedures.  Provide training as needed to ASA staff.

 

11.  Maintain database and make changes as needed in purchasing software program.  Provide training and assistance to users.

 

12.  Maintain all purchasing records.

 

13.  Generate required reports to management.

 

14.  Provide information, assistance, and training to users on appropriate purchasing           procedures, particularly in regard to the Virginia Procurement Act.  Make ASA aware of new cooperative and state contracts, piggy back opportunities and non-compliance issues.

 

15.  Develop and implement “Green Buying Policy” per ASA’s Sustainability Program.

 

16.  This list is not all inclusive and duties may be added or deleted at the discretion of the Business Manager. 

 

Qualifications:

 

Graduation from an accredited four year college or university with a degree in accounting, public administration, business management or closely related field; related courses in purchasing and supply principles, laws, methods and procedures and a minimum of three years experience in technical purchasing, preferably in the public sector or a combination of education and experience.  Experience in computerized financial systems a plus.

 

Knowledge, Skills, and Abilities:

 

·           Current knowledge of legislation, regulations, and methods used in contracts.

 

·           Knowledge of business and industry practices, sources of supply, cost factors and requirements.

 

·           In depth knowledge of procurement practices and techniques, as well as the laws and regulations that form their basis.

 

·           Ability to analyze a variety of purchasing problems and make sound recommendations as to their solutions.

 

·           Ability to prepare RFPs, RFQs, bid specifications, contracts, negotiate as needed, award and administer contract for duration of term.

 

·           Ability to exercise good judgment in interpreting and applying laws, regulations, policies and procedures.

 

·           Ability to establish and maintain effective working relationships with vendors, other employees, other localities, purchasing associations, and the general public.

 

To be considered for this position, please send your resume, cover letter, and salary history to hrinfo@ema-inc.com . We are not an employment agency. This is a regular full-time job with a very competitive salary and a generous benefit package.