Purchasing Agent Job Description

Job Series:  Purchasing Agent
FLSA status: Exempt
OCC Group: Financial Services
Job code: R46200
Original signature of State Court Administrator approval available in the Human Resources Division, signed 5/23/03.

GENERAL STATEMENT OF DUTIES
Serves as the staff authority on purchasing matters for the Colorado Judicial Department. Oversees purchasing functions as requested or required to ensure compliance with Judicial Department requirements.
 
DISTINGUISHING FACTORS
This position is distinguished from other positions by the responsibility for managing purchasing functions for the Colorado Judicial Department. 
 
ESSENTIAL FUNCTIONS OF THE POSITION
Assists with, prepares, and/or reviews solicitation documents including documented quotes, requests for bids, and requests for proposals. Assists with, prepares, and/or reviews purchasing specifications and determines the appropriate solicitation method to be used for source selection. 
 
Utilizes the State’s solicitation distribution system to issue solicitation documents. Performs vendor sourcing as necessary to support SCAO and district needs for identification of vendors.
 
Recommends purchasing actions and methods, and prepares and maintains supporting documentation. Reviews and approves sole-source purchase requests. Assists with and/or conducts bid and proposal openings. Assists with and/or conducts the solicitation evaluation process.
 
Assists in evaluating contract documents for compliance with purchasing practices, rules, and policies. Establishes link between purchasing and contracting through review of purchasing documents in conjunction with attached or proposed contracts.
 
Serves as the Judicial Department’s principle point of contact for vendor questions and concerns. Consults with SCAO and district personnel on issues arising after procurement is complete, such as vendor performance problems.
 
Reviews and evaluates purchasing practices and procedures. Applies knowledge of relevant laws, rules, and policies (both purchasing and fiscal) to ensure compliance. Recommends new or revised policies and procedures. Maintains and updates the Procurement Manual.
 
Identifies possible products and services that could be candidates for consolidated or cooperative bidding. Coordinates solicitations for such supplies and services.
 
Acquires and maintains a thorough working knowledge of the available purchasing support systems available to State agencies including the procurement card program, the BIDS system, the e-procurement initiative, and any other new programs. Recommends and pursues Judicial Department participation as deemed appropriate.
 
Serves as liaison with other State agencies on policy issues and statewide procurement practices. Determines the appropriateness of these practices for application at the Judicial Department. Represents the Judicial Department at purchasing-related conferences, on various task forces, and other similar purposes as may be requested or assigned.
 
Develops and conducts on-going training. Develops and prepares training materials. Notifies and informs SCAO and districts about any purchasing-related problems, developments, improvements, process, or procedural changes.
 
Coordinates with the Division of Purchasing, Office of Information Technology, State Controller’s Office, State Auditor’s Office, and other agencies as necessary.
 
Attends meetings and training as required.
 
Performs other duties as assigned.
 
SUPERVISORY RESPONSIBILITIES
Responsible for one's own work product and may provide guidance, assistance, or mentorship to less knowledgeable or experienced coworkers. This may include scheduling of work, instructing in work methods, and reviewing work products. 
 
QUALIFICATIONS   
To perform this job successfully, an individual must be able to perform each of the above essential functions satisfactorily. The requirements listed below are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
EDUCATION and EXPERIENCE
Graduation from an accredited college or university with a bachelor's degree and three years of experience in purchasing, finance, accounting, or other related fields.
 or
Five years of experience as a purchasing agent, preferably in a government setting. 
 
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to use hands and fingers and reach with hands and arms. The employee is occasionally required to stand and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.
 
WORK ENVIRONMENT
The noise level in the work environment is usually quiet. This position is subject to varying and unpredictable situations; may handle emergency or crisis situations; is subject to many interruptions; may handle multiple calls and inquiries simultaneously; and may occasionally handle absentee replacement on short notice.

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