Purchasing Agent

JOB
The primary purpose of the Purchasing Agent is to support county operations by managing the full procurement lifecycle, including needs assessment, solicitation, bid evaluation, contract negotiation, and vendor performance monitoring. The role ensures the county obtains the best value while maintaining transparency, accountability, and compliance with county, state, and federal procurement laws and policies. This position collaborates closely with internal departments and external vendors to promote operational efficiency, fiscal responsibility, and ethical purchasing throughout the procurement process.

EXAMPLE OF DUTIES
The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position. Other duties may be required and assigned.Prepare and manage the full processes of RFP/RFQ/RFB, including advertising, responding to vendor questions, bid openings, and vendor onsite tours if applicable.Administer and oversee the full centralized procurement lifecycle, including sourcing, bidding, purchasing, pricing negotiations, procurement integrity, and adherence to local, state, and federal rules and conflict-of-interest.Ensure fair and ethical treatment of vendors and promote competitive procurement practices.Maintain the vendor database, identify qualified vendors, and conduct market research, pricing, and sourcing options.Monitor vendor contracts for compliance, certifications, insurance, and performance; address non-compliance or performance issues as needed.Develop, implement, and monitor procurement policies, procedures, and internal controls to ensure compliance with local, state, and federal regulations.Provide guidance and training to County departments on procurement practices, contract compliance, and policy adherence.Maintain detailed procurement logs, documentation, performance reporting, and audit support, ensuring procurement integrity and transparency.Collaborate with department heads to conduct needs assessments, annual planning, and project scoping, including checking fund availability, budget alignment, and pricing negotiations.Prepare and present procurement reports, metrics, and analysis to leadership and stakeholders.Coordinate and process all County purchasing activities to ensure consistency, cost savings, and best value.Review and process purchase requisitions, ensuring proper authorization and budget compliance.Prepare and issue purchase orders, bid solicitations (RFQs/RFPs/IFBs), and related procurement documents.Assist departments in developing product specifications and evaluating vendor proposals and bids.Research market trends and identify opportunities for cost savings or cooperative purchasing.Collaborate with Accounts Payable to resolve discrepancies in invoices, pricing, or deliveries.Assist with internal audits and updates to procurement policies to ensure continued compliance with statutory and County requirements.Perform other related duties as assigned.

SUPPLEMENTAL INFORMATION
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor or Human Resources. PHYSICAL REQUIREMENTSPhysical effort will typically require infrequent exertion of objects weighing up to 10 pounds.Continuous speaking, hearing, and using hands dexterously; work frequently requires sitting; and work occasionally requires standing, walking, and reaching with hands and arms.Work has standard vision requirements.Vocal communication is required for expressing or exchanging ideas by means of the spoken word.Hearing is required to perceive information at normal spoken word levels.The physical and environmental hazards and risks associated with the job can be characterized as minimal. WORK ENVIRONMENTWork is generally in a moderately noisy location (e.g. business office, moderate traffic). Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. 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 or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.