GENERAL DESCRIPTION OF CLASS

The PURCHASING AGENT 2 buys scientific, medical, dental, and highly technical equipment for an agency and purchases items involving large amounts of money such as computers, word processing systems, vehicles and heavy equipment, in addition to routine purchases of services and supplies.

DISTINGUISHING FEATURES

This is the second of a two-level series and is distinguished from the lower level by the purchasing of technical and sophisticated equipment the majority of the time. The higher level requires significant vendor and product research and detailed bid specifications and requires higher spending authority limitations.

DUTIES AND RESPONSIBILITIES

1. Purchasing. Typical tasks: consults with agency product users to determine specifications, order quantities, alternative materials, samples, lead times, and cost trends of desired equipment; conducts analysis on lease options versus purchase options; locates, evaluates, and selects sources of supply; writes specifications for product and solicits bids from potential vendors; evaluates bid responses for compliance to specifications and awards contract/purchase to lowest and most suitable bidder; reviews purchase requisitions submitted by the departments for accuracy and processes these requisitions according to agency and Department of General Services rules and regulations; buys routine services and supplies for the agency at the best possible price; maintains catalog and price list and price agreements; maintains purchasing policy and procedures manuals.
2. Bid Specifications and Contract Writing. Typical tasks: negotiates commodities for purchase agreements, establishes product standardization, and works with Department of General Services to establish the purchase agreements; negotiates and writes bid specifications and contracts which are sent to 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 in-person contact with customer representatives to obtain technical information and assistance regarding equipment, with vendors to place purchase orders, receive competitive bids, and resolve billing problems, with departmental employees to determine purchasing and equipment needs/requirements, and with the Department of General Services to establish price agreements and to exchange 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, bids, and contracts for completeness, accuracy, and compliance with purchasing rules and regulations. 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

• Three years of purchasing experience which must include using purchasing practices, procedures, and techniques such as determining specifications, placing purchase orders, and processing requisitions.