Purchasing Agent

CLASSIFICATION SUMMARY
The Purchasing Agent is responsible for the overall coordination of purchasing goods and services for the Village of Ruidoso in compliance with both state and local procurement laws. Under limited supervision, manages purchasing and administrative responsibilities of the department. Regular work hours are Monday thru Friday 8:00 am to 5:00 pm; however, this schedule may be adjusted based on needs of Department and Supervisor. Extended hours may be required. The Purchasing Agent must be able to comply with flexible work schedule as established by supervisor or management. This position exercises discretion and independent judgment in performing this job. The Purchasing Agent reports directly to the Assistant Finance Director/Capital Projects Manager. The Purchasing Agent coordinates with the departments to assist in the purchasing of goods and services. This position is responsible for verifying that all purchasing procedures are followed. The Purchasing Agent assists Department Directors in obtaining the best prices for all purchases and issues purchase orders. Also assists departments in the development of bid specifications and scope of work for bids and proposals. The Purchasing Agent is responsible for the coordination of the disposition of surplus property and equipment with the online auction site.
Essential Job Functions
The essential functions or duties listed below 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.

• Works with each Department in the purchase of supplies, equipment, and services in compliance with State and Local procurement laws.
• Verifies that all purchase requisitions are in compliance with laws and regulations and issues purchase orders.
• Determines the most effective acquisition method, using analytical tools such as life-cycle costing, trade-off, optional substitution, buy/lease analysis, and others.
• Works with Department Directors in assisting development of bid specifications for Invitation for Bids and Scope of Work for Request for Proposals.
• Prepares and distributes legal notices for all bids and proposals.
• Prepares and issues procurement packets for purchases over the dollar threshold as determined by Village of Ruidoso procurement code.
• Schedules bid opening dates.
• Conducts bid openings, tabulates results, verifies qualifications, and insurance coverage.
• Schedules all Pre-Bid and Pre-Proposal conferences.
• Responsible for scheduling Evaluation committee meetings for Request of Proposals and if needed schedules Presentations from Offerors.
• Responsible for compilation of evaluation committee reports.
• Responsible for compilation of bid reports.
• Prepare Agenda memos for recommendations of awards of Bids and RFPs.
• Assists in negotiations with the top-rated Offerors in Request for Proposals procurements.
• Assists in the overall planning, organization, and management of all aspects of purchasing operations, including general administration, budgeting, planning, and policy development.
• Coordinates with departments in the disposition of surplus property on the online auction site.
• Draft or transcribe a variety of confidential and public information, statements, memorandums, letters, and notices from written copy, notes, or verbal requests.
• Check documents for accuracy and completeness.
• Develops and recommends office procedures and systems.
• Organize own work, set priorities, and meet deadlines.
• Maintain confidentiality of customers, co-workers, management, and other employees.
• Notifies the Supervisor of any real or perceived problems related to the department.
• Demonstrate continuous effort to improve operations, streamline work processes, and work cooperatively and jointly with customers, other staff, vendors, and monitors/auditors
• Prepares reports for Supervisor, Finance Director, Village Council, and management as requested
• Manages all Village of Ruidoso Procurement Contracts.
• Maintains inventory of vehicles and Motor Vehicle (MVD) tags and coordinates vehicle insurance with the Finance Department.
• Maintains records to ensure that routine purchases do not exceed procurement levels.
• Assists with the end of year rollover of purchase orders.
• Processes all purchase order adjustments.
• Maintains digital files of all vehicles.
• Organizes and maintains all digital procurement files in Laserfiche.
• Assist with training and evaluation of all personnel assigned with requisition responsibilities.

Other Responsibilities or Job Requirements

• Must maintain a high level of computer abilities and keep up with changing technology
• Coordinate assigned activities with other departments, agencies, and organizations
• Completes and verifies that timesheets are prepared accurately, timely, and ensures time is reported based on actual time worked

• Adheres to all Village of Ruidosos policies.
• Ensures that any on-the job injury is reported immediately and followed up with appropriate forms.
• Reports any suspected fraud and/or abuse to Supervisor/Finance Director.
• Ensures any reports of harassment are immediately reported so appropriate actions are taken.

• Perform well in a proactive and reactive mindset.
• Attend meetings, trainings, and workshops as required or necessary.

• Assists in the administrative duties for Capital Projects and the maintenance of Laserfiche Capital Project files.
• Informs supervisor of any pertinent information related to procurement and/or capital projects.
• Adept at working under pressure with frequent interruptions and ability to change focus immediately.

• Excellent communication and organizational skills required.

• Must be detail oriented, highly motivated, organized, a self-starter, flexible and able to adapt to change in the workplace.

• Possess demonstrated ability of personal computer operations within a Windows Microsoft environment, including Word, Excel, and Outlook.
• Use excellent customer service skills, establishes, and maintains effective working relationships with other employees, officials, and all members of the general public.

Minimum Qualifications

• Must have a High School Education and the ability to obtain and maintain Certified Procurement Officer (CPO) certification
• Must be able to pass a credit check, regular criminal history check and be willing to take and pass a drug/alcohol test and comply with Village Drug Free Policy.
• Must possess and maintain valid New Mexico Drivers License.

Preferred Qualifications

• Four (4) years experience in local government procurement
• Certified Procurement Officer (CPO) certification
• NM Certified Public Purchasing Professional certification

Physical Demands

• The usual requirements in an office environment may require lifting boxes of supplies, equipment, and occasional adjustments of office furniture.
• Frequently required to sit, talk, or hear, stand, walk, use hands to finger to handle or operate objects, controls, or computer or office equipment.
• Frequent reaching with hands and arms, climbing, balancing, stooping, kneeling, crouching, crawling, squatting, bending, pushing, pulling, lifting and/or moving up to 25 pounds.

Work Environment

• May be called when needed.
• Noise level could be moderate to loud in work environment.
• While performing the duties of this job, the employee works in a business office setting but is also occasionally required to work in the field. While on project sites, the employee is occasionally exposed to fumes or airborne particles, outside weather conditions and moving mechanical parts and/or machinery. The noise level in the work environment is usually quiet, but may become loud on project site.

Travel Requirements
Limited travel ability to travel for activities such as classes, and workshops in and out of the service area. Overnight travel as required.
Knowledge of: Federal and State regulations governing Procurement Procedures.

Skill in: performing routine mathematical calculations such as addition and subtraction, multiplication and division, and the calculation of percentages, maintaining accurate and interrelated purchasing and technical records, effectively communicating ideas and concepts orally and in writing, the use of office equipment and technology, including computers and related software, and the ability to master new technologies.

Ability to: critically assess situations, solve problems, work effectively under stress, within deadlines, and in emergency situations, establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with elected and appointed officials, project contractors, representatives of other governmental units, professional contacts, understand and carry out instruction and procedures with minimal supervision, maintain physical condition and stamina appropriate to the performance of assigned duties and responsibilities which may include sitting, standing, or walking for extended periods of time, driving or riding in vehicles, work in stressful environment and deal effectively with stress, adapt to inclement weather conditions and/or situations.

CLOSING STATEMENTS

• Any position that lists a minimum qualification for education level and/or license/certification will require the applicant to provide proof of documentation if selected for hire into the position.
• In the event of an emergency, employees are required to work to provide for the safety and well-being of the public, including the delivery and restoration of vital services.
• This job description is subject to change as the needs of the Village and Department change or the requirements of this position change.