Purchasing Agent

Application Deadline: 2021-10-15
Job Type: County
Job Description:

POSITION INFORMATION

Status: Full Time, Exempt
Salary Commensurate with Government Experience
Position Open Until Filled

Please submit Cover Letter & Resume with application

Dodge County offers a generous benefits package including: Wisconsin Retirement System, health, dental, vision, long-term disability, and life insurance. Flex spending, deferred compensation, paid vacation, paid sick, and ten observed holidays.

POSITION SUMMARY

This position assists the overall procurement of materials, supplies, equipment, and services for departments; and administers a centralized purchasing program.

ESSENTIAL FUNCTIONS

The following duties are typical for this position. However, they are not to be construed as exclusive or all–inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

Facilitates project teams for procurement of goods and services requiring formal competition.
Prepares and administers the procurement process: issues solicitations including quotes, bids, requests for proposals (RFPs), requests for bids (RFBs), requests for quotes (RFQs), addendums, meeting notes; conducts public bid openings; analyzes and facilitates evaluations of responses, costs, and awards; and coordinates multi-departmental procurements.
Negotiates contracts and prepares contract documents in coordination with Corporation Counsel. Prepares purchase recommendations for award authorization.
Monitors vendor performance to ensure contract compliance in terms of service level, quality, and cost; and investigates and resolves complaints and problems.
Conducts comprehensive market research on products, vendors, and market conditions to determine effective purchasing strategies, and to develop budget estimates.
Maintains records/databases for all centralized contracts, leases, and other purchasing agreements.
Maintains other statistical, financial, and control records.
Conducts research relative to products, services, and suppliers.
Purchases high-volume supplies, equipment, materials, and services; determines the most appropriate method of procurement; coordinates the procurement process.
Ensures compliance with purchasing policies and procedures.
Assists in the development, implementation, and revision of Dodge County’s purchasing policies and procedures.
Prepares, conducts and analyzes annual inventory.
Assists departments with administration of purchasing-related contracts.
Represents the Finance Department at meetings with internal departments, suppliers, vendors, other communities, and consultants.
Other duties as assigned.

MINIMUM REQUIRED QUALIFICATIONS

Bachelor’s degree in Finance, Accounting, Public Administration, or Business Administration with three (3) years’ progressively responsible municipal accounting or finance experience.
Equivalent combination of education and experience which provides necessary knowledge, skills, and abilities may be considered.

OTHER REQUIREMENTS

Appointment will be conditional upon successful completion of a criminal background check.

PREFERRED QUALIFICATIONS

Knowledge of Tyler Munis ERP Purchasing Software.
Certified Public Procurement Officer (CPPO) certification and/or Certified Professional Public Buyer (CPPB) certification.
Minimum Requirements:

REQUIRED JOB COMPETENCIES

Knowledge of procurement and inventory control.
Knowledge of accounting, budgeting, and auditing principles (including GASB rules and GAAP standards) and methods in their application to a government accounting system.
Knowledge of the County and Department’s operating requirements, policies, procedures, and practices; and local, State, and Federal regulations related to department programs and operations.
Knowledge of principles and practices of budgeting, fiscal management, project management principles and techniques.
Skill in analyzing complex administrative information and issues, defining problems and evaluating alternatives and recommending methods, procedures and techniques for resolution of issues.
Ability to research and analyze detailed information and make appropriate recommendations.
Ability to develop department goals and objectives.
Ability to plan, develop, implement, and evaluate projects and programs.
Ability to develop, interpret and implement regulations, policies, procedures, written instructions, general correspondence, and other department specific documents.
Ability to establish and maintain accurate records of assigned activities and operations.
Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
Ability to perform detailed work accurately and independently in compliance with stringent time limits requiring minimal direction and supervision.
Ability to think quickly, maintain self-control, and adapt to stressful situations.
Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
Knowledge of computer software including word processing, spreadsheet, and database applications consistent for this position.
Ability to perform mathematical calculations required of this position.
Ability to communicate clearly, concisely and effectively in English in both written and verbal form.
Skill in researching and understanding complex written materials.
Ability to prepare and maintain accurate and concise records and reports.
Ability to apply sound judgment and discretion in performing duties, resolving problems, and interpreting policies and regulations.
Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.
Ability to handle sensitive interpersonal situations calmly and tactfully.
Ability to maintain professionalism at all times.
Ability to maintain effective working relationships with individuals within and outside the organization.
Ability to maintain confidentiality and discretion regarding business-related files, reports, and conversations, within the provisions of open records laws and other applicable State and Federal statutes and regulations.
Ability to work the allocated hours of the position and respond after hours as needed.

PHYSICAL AND WORK ENVIRONMENT

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 may 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.

This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling 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.
Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
Work is generally in a moderately noisy office setting.

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Deadline Note:

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