Purchasing Agent

Job Description

Under the direction of the Associate Director, the Purchasing Agent is responsible for the efficient and effective procurement of commodities and services in a timely manner, by specifying delivery from the right source to the right place and at a price consistent with the quality and reliability required by the user.

Based on professional experience, knowledge, and using the highest ethical conduct, this position makes procurement decisions for the college community by clarifying requirements and investigating sources of supply while interpreting and analyzing data and needs.

The Purchasing Agent provides procurement leadership to departments across the campus by guiding them through the procurement process in order to obtain the best value for the college.

Judgment is used in the adaptation and skilled application of guidelines to solve the full range of issues related to each procurement.

The position is responsible for conducting all procurement related activities including Bid and Request for Proposal (RFP) processes in compliance with established city, state and federal procedures, rules, regulations, and laws.

Responsibilities :

• In collaboration with the Associate Director of Procurement Services, procures goods and services (over $10,) on a competitive basis by compiling and refining solicitation specifications, researching and identifying potential sources, and preparing formal solicitation documents.
• Reviews purchasing requisitions, checking descriptions and specifications to determine their accuracy and adequacy and consults with departments and agencies to adjust possible discrepancies.
• Analyzes market conditions in relation to recent, current, and anticipated purchases.
• Prepares proposals for bidding on items / services to be purchased.
• Develops lists of prospective bidders.
• Reviews bids and quotations to determine the most reasonable price in relation to market conditions and responsibility of bidders and makes recommendations based on these determinations.
• Examines samples of items to determine compliance with specifications or standards, suggesting substitute items when desirable.
• Interviews and corresponds with vendors, business representatives, and contractors.
• Analyzes trade journals, catalogs, directories, websites and other technical material with respect to market and price conditions.
• Prepares necessary purchasing documents in accordance with procurement requirements.
• Interprets, explains, enforces, clarifies, counsels, and advocates courses of action, and advises evaluation committees in accordance with the college's purchasing guidelines.
• Assists the Associate Director of Procurement Services in developing, organizing, and maintaining an effective system of procurement in accordance with the college's Purchasing Policy and Procedures guidelines including determining procurement methods and performing the bidding processes;
• awarding contracts; ensuring contract compliance; identifying products which will enhance efficiency, effectiveness and safety;

resolving complaints and improving customer service.

• Develops and executes bids and RFPs through all stages of the bid process including working with end-user departments to develop specifications and conduct site visits, bid openings, and award process.
• Increases the College's use of New York State Preferred Vendors and the use of MBE, WBE, and SDVOB Vendors.
• Keeps abreast of current New York State, New York City, SUNY, and the federal government purchasing contracts
• Ensures proper use of FIT funds in the acquisition of all goods and services for the College.
• Assists in the development of a strategy for incorporating sustainability as a key theme in College purchasing.
• Evaluates consistency of processes across various entities and ensure best practices.
• Assists with answering purchasing inbox emails and phone calls.
• Performs other assigned duties as deemed appropriate by the Associate Director of Procurement Services.
• The preceding description is not designed to be a complete list of all duties and responsibilities required of the position;

other duties may be assigned consistent with the classification of the position.

Requirements :

Minimum Qualifications :

• Bachelor's degree in Business or related field required.
• Minimum of five years of appropriate business experience.

Preferred Qualifications :

3 years of professional experience procuring goods and services in higher education, or the public sector preferred.

Required Knowledge, Skills, & Abilities :

• Highly developed business and communication skills.
• Highly effective interpersonal and technical skills.
• Ability to perform basic arithmetic equations.
• Intermediate knowledge of MS Word and Excel; experience with Finance Enterprise is a plus.
• Proven ability to manage a large workload with tight time constraints.
• Possess a shared organizational value for integrity, flexibility, and ethics.
• Knowledgeable in public sector procurement policies and procedures, in addition to federal, state, and city regulations and laws;

knowledgeable in higher education policies and regulations preferred.