DUTY DESCRIPTION: Coordinates, contracts for, and purchases supplies, materials, services and equipment consistent with county contract and purchasing procedures and other constraints; and, performs related duties as required. The Purchasing Agent uses independent professional judgment to accomplish day-to-day work, referring work problems and questions of policy to the Senior Accountant for assistance. The position is located in the Ada County Sheriff's Office.

PRIMARY JOB RESPONSIBILITIES:

• Provides advice, guidance and support for contracting and purchasing procedures to Sheriff's staff and vendors;
• Researches products and equipment to insure practicability, cost effectiveness and supply availability, as required by the divisions in the Sheriff's Office;
• Interviews and corresponds with vendors to obtain information about product prices, availability, service warranties, delivery and specifications;
• Prepares or provides help with the preparation of bids and/or specifications and the compilation of bidder's lists;
• Advises on and/or performs analysis (including cost analysis) of bids or proposals received, and recommends bid awards;
• Coordinates the gathering of informal price quotations, and obtains bids, when appropriate;
• Purchases supplies, materials and equipment as requested;
• Educates vendors on purchasing and contracting invoice procedures;
• Resolves vendor-related problems, and advises vendors on county registration requirements for eligibility;
• Arranges with vendors for replacement of defective items purchased;
• Operates an in-house store consisting of an inventory of commonly used items;
• Determines kinds of items stocked and appropriate levels of supply based upon usage;
• Charges out items requested, and delivers or arranges for direct delivery of items;
• Issues all uniforms, uniform checks and other duty equipment;
• Maintains equipment/inventory file on each employee and updates as required;
• Sizes all uniform-wearing personnel to ensure proper fitting of shirts, pants, coats, hats, and other apparel;
• Maintains an ample supply of all uniform items for issue as replacements and for new employees;
• Meets with all new employees to issue equipment and uniform items;
• Meets with terminating employees to receive all equipment or uniforms issued;
• Receives and distributes all UPS shipping, as well as prepares for items to be sent using UPS; and
• Orders all agency business cards, stationary, and envelopes as needed.

ADDITIONAL EXAMPLES OF WORK PERFORMED:

• Makes recommendations regarding internal purchasing policies and procedures, purchasing and contracting documents, and requisitions to ensure conformance with those policies and procedures;
• Performs typing, filing and record keeping; and,
• Performs related duties as required.

JOB SPECIFICATIONS:

• High school diploma or equivalent;
• Previous purchasing experience preferred;
• Knowledge of purchasing procedures, rules and specifications for a variety of equipment;
• Knowledge of sources of supply, characteristics of assigned commodities or services to identify potential suppliers, assure adequate competition and evaluate bid responsiveness and responsibility of the bidders;
• Knowledge of cost analysis sufficient to review contractor proposals and bids and to perform analyses using previous price history, commercial price lists, market prices, and technical catalogs to assure reasonableness of cost;
• Knowledge of computers and other office equipment, i.e., fax machines, copiers and telephones;
• Skill in negotiating the requested product or service under the most favorable terms for the Sheriff's Office;
• Skill in the use of a personal computer to process and track contracts and to produce reports using applicable software;
• Ability to analyze data, draw conclusions and make recommendations;
• Ability to develop and format reports from general directions;
• Ability to organize assignments and projects;
• Ability to work effectively with co-workers and managers;
• Ability to ensure compliance with applicable laws and regulations and organizational guidelines and appropriations;
• Ability to maximize cost savings;
• Ability to maintain good relationships with vendors and county officials;
• Ability to clearly write specifications on a variety of products and services;
• Ability to analyze bids and make valid recommendations on bid awards and rejections;
• Ability to communicate effectively verbally and in writing.

OTHER REQUIREMENTS:

• Must keep abreast of industry trends for products and services that are regularly purchased;
• Must keep abreast of professional trends in purchasing policies, procedures and techniques;
• Must appear before an oral board and complete a polygraph and background check prior to entrance on duty.

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

• Work is performed primarily in an office environment and the employee in this class is subject to inside environmental conditions;
• May be required to lift up to 60 lbs.;
• Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks.

Preference in appointment will be given to eligible veterans.

*** Because of the Sheriff Office's effort to create a smoke-free work environment, out of concern for the health and welfare of our employees and those with whom we work, only applications from those who do not smoke will be considered for employment. Applicants must have not smoked any tobacco products for at least eleven (11) months prior to applying.