GENERAL DESCRIPTION OF CLASS

The PURCHASING AGENT buys quality services and supplies for an agency at the best possible price.

DISTINGUISHING FEATURES

This is the first level of a two-level series and is distinguished from the higher level by the lack of responsibility for purchasing technical and sophisticated equipment a majority of the time. At this level there is less responsibility for significant vendor and product research, and detailed bid specifications and the spending authority limitations is less.

DUTIES AND RESPONSIBILITIES

1. Purchasing. Typical tasks: reviews purchase requisitions submitted by the departments for accuracy and processes these requisitions according to agency and Department of General Services rules and regulations; assists departments in determining specifications, quantities, product availability, and sources of supply; locates, evaluates, and selects sources of supply; telephones orders or places purchase orders with vendors; obtains competitive bids by telephone or mail, when required; evaluates bid responses for compliance to specifications and bid amount and awards contract/purchase to lowest and most suitable bidder; maintains catalog and price list and price agreements; maintains purchasing policy and procedures manuals.
2. Bid Specifications and Contract Writing. Typical tasks: negotiates and writes bid specifications and contracts which are sent to Department of General Services for bidding from Salem and to accompany quotations written and mailed from the agency.
3. Problem Solving. Typical tasks: resolves shipping, receiving, and billing discrepancies with users/vendors; negotiates returns and allowances; expedites orders, reschedules deliveries, cancels and renegotiates orders.

RELATIONSHIPS WITH OTHERS

Employees in this class are in regular telephone and personal contact with vendors to place purchase orders, receive competitive bids, and resolve billing problems with departmental employees to determine purchasing needs/requirements, and with Department of General Services to obtain information about bids and purchasing procedures.

SUPERVISION RECEIVED

Employees in this class receive general supervision from an administrative superior through a random audit of purchase orders for completeness and accuracy. Work performed by employees in this class must also comply with State and Federal purchasing regulations, agency buyers handbook, General Services regulations and policies, and agency purchasing procedures.

GENERAL INFORMATION

Positions are found in central and remote locations throughout State government (e.g., general government agencies, human or natural resource agencies, correctional, mental health, or higher education institutions, hospitals, etc.). They require the willingness to work within the environment associated with the position's location.

MINIMUM QUALIFICATIONS