PURCHASING AGENT

Position is open until Tuesday, December 23, 2025, at 4:30 PM EST

GENERAL DESCRIPTION

This is very responsible work involving performing and directing the purchasing functions of the municipality.

Work involves responsibility for developing and administering the city's purchasing programs in accordance with the City Charter and Ordinances. Duties include developing and cataloging information regarding sources of products and services required by municipal departments, assisting departments in developing product standards and specifications, preparing bid proposals and specifications, preparing advertising, interviewing vendor representatives, analyzing bids and recommending awards of contracts. This position also has the responsibility for making general technical purchasing decisions. The work requires that the employee have considerable knowledge, skill and ability in purchasing principles, procedures and practices.

SUPERVISION RECEIVED

Works under the direction of the Comptroller and within City Charter and Ordinances.

SUPERVISION EXERCISED

Supervises staff assigned to the Purchasing function.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Establishes and enforces procurement policy and procedures within the provisions of the City Charter and Ordinances.

Protects the city's interests when purchasing goods and services whose anticipated costs are below the formal bid requirements by investigating, selecting and negotiating with vendors. Obtains goods and services at the lowest cost consistent with considerations of quality, reliability of sources and urgency of need.

Develops specifications, solicits bids, and prepares contracts for purchases. Assists departments in developing requests for proposals. Collaborates and counsels with the staff tasked with the purchasing function at the Department of Public Utilities and Norwich Public Schools in those situations where there may be a mutuality of interests.

Approves purchase orders and processes change orders as needed. Advises the Comptroller on bid waiver matters.

Trains and counsels department employees; schedules, assigns and oversees work, administers oral warnings and recommends higher level disciplinary action. Assists in employee selection and performance evaluation.

Maintains contacts with various city officials, vendors, contractors, and representatives of other procurement activities in matters pertinent to the functions and operations of the purchasing function.

Administers the office supply system for municipal offices.

Maintains an inventory of the city's fixed assets and an inventory of all movable equipment belonging to the city.

Studies business conditions and market trends to ascertain how they might impact on the city's purchasing requirements.

Develops and maintains necessary files for effective operation.

Coordinates and administers various activities related to the city's property and casualty insurance, risk management, and self-insured Workers Compensation Plan, e.g. maintaining files of employee accidents, injuries, property damage occurrences and liability claims; forwarding claims to city's Recording Agent for referral to proper carrier; responding to claimant inquiries; and seeking reimbursement from responsible parties.

Collaborates with Corporation Counsel, Claims Examiners and other appropriate city personnel regarding claims. Advises the Comptroller of the actual and projected costs of claims.

NONESSENTIAL DUTIES

None.

KNOWLEDGE, SKILLS AND ABILITIES

• Thorough knowledge of the City Charter and Ordinances as they relate to purchasing.
• Considerable knowledge of purchasing principles, procedures and practices, including requirements of public sector purchasing.
• Understanding of the equipment, methods, and procedures used by the municipal departments in the performance of their duties.
• Considerable knowledge of the procurement function.
• Considerable ability to plan, organize, and direct the activities and operation of the purchasing function.
• Considerable ability to communicate orally and in writing and to coordinate varied administrative activities.
• Considerable ability to supervise subordinate clerical personnel.
• Considerable ability to establish and maintain effective working relationships with associates, vendors, contractors and the general public.

QUALIFICATIONS

A bachelor's degree from a recognized college or university in business administration or a related field preferably including or supplemented with special course work in purchasing and materials management plus five years of progressively responsible purchasing work, or an equivalent combination of education and qualifying experience which provide a demonstrated ability to perform the duties of the position.

SPECIAL REQUIREMENTS

Must have valid Connecticut Driver's License.

TOOLS AND EQUIPMENT USED

Automobile and standard office equipment.

PHYSICAL AND MENTAL DEMANDS

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk and listen. The employee is required to use hands to finger, handle, feel or operate typical office equipment, including personal computer, and reach with hands and arms, and lift or move up to 50 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The employee must be able to read and interpret documents such as bid specifications and write reports and business correspondence. The position requires the ability to effectively and diplomatically present information in one-on-one and small group situations.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is generally performed in typical office surroundings with virtually no disagreeable features. Noise level in the work environment is generally quiet.

Important Information

In order to be considered applicants must demonstrate on their application that they meet the minimum qualifications as stated in the job announcement.

You must reside within the City of Norwich 60 miles from Norwich within one year of appointment.

Examination will consist of 100% written OR 100% oral OR 100% experience and training.

AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

Disclaimer

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.