Purchasing Agent

Job Summary

Under direction of the Finance Director, administers the purchasing and accounts payable functions of the City, effectively managing the bid process and assisting with accounting activities.

Essential Job Duties & Responsibilities

The following duties are normal for this position. The omission of specific statement of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this position. Other duties may be required, assigned and expected aside from those set forth below to address operational needs and changing operational practices.

• Ensures that state laws, regulations and city ordinances and procedures are followed in regards to purchasing concerns.
• Reviews federal, state and municipal laws and regulations, texts, publications, Internet resources and other material to obtain current information on governmental purchasing, accounts payable management and related areas.
• Ensures most efficient usage of city funds actively seeking the most economical prices for goods and services through price comparisons and bids.
• Assists in developing policies and procedures related to accounts payable and purchasing procedures.
• Reviews requisitions and requests for payments from departments.
• Issues Purchase Orders and maintains purchasing records and files.
• Ensures state laws, city ordinances and purchasing policies are followed.
• Reviews expenditures by departments ensuring funds are available and charged to the proper accounts.
• Maintains bid lists, vendor files and records and prepares bid specifications.
• Advertises and conducts bid openings and reviews bids for accuracy and compliance with bid terms and conditions.
• May confer with vendors to confirm or obtain product or service information such as price, availability or delivery schedule.
• Establishes new accounts with vendors upon approval of management and sets up new vendors in the accounting system.
• Reviews the pending file of all approved purchase orders awaiting invoice for payment to ensure encumbrances are cleared and payments processed correctly.
• Verifies appropriate usage of city credit cards.
• Ensures reimbursements for business travel are valid business expenses and are in accordance with City policies and procedures and IRS standards.
• Maintains appropriate documentation for leases, labor contracts, and property titles.
• Ensures accurate 1099 preparation and reporting.
• Processes payments for projects covered by financing agreements.
• Stays abreast and maintains current documentation of the status of capital projects.
• Assists in the preparation of information needed for the annual external audit.
• Assists in maintaining appropriate records and reconciliations of capital projects and capital assets. Ensures proper posting and closing of encumbrances.
• Assists in maintaining the financial information system (Munis).
• Prepares/enters journal entries as directed by the Comptroller.
• Performs additional duties in support of the City’s Financial Administration as needed or upon request.

Qualifications

Education & Experience Guidelines
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required for this position would be:

Education/Training
High School or GED. BS degree in Accounting, Finance, or Business Administration, preferred.

Experience
Two (2) years of experience in accounting, purchasing, bookkeeping, finance or related experience.

Licenses or Certifications Required
N/A

The following generally describes the knowledge and abilities required in order to successfully perform the assigned duties of the position:

Knowledge of:

• Concepts, principles and techniques of purchasing, payables and cash management practices and procedures.
• Federal, state and municipal laws and regulations governing purchasing.

Ability to:

• Review, comprehend, analyze and report on complex material related to purchasing and accounts payable operations by reading, writing and performing math functions.
• Verbally communicate in order to interact effectively with employees, supervisors and the public.
• Use word-processing, spreadsheet, databases and specialized accounting and financial software.
• Work from administrative direction in terms of broadly defined goals.
• Build and maintain relationships with employees and supervisors.
• Work in a constant state of alertness and in a safe manner.

Physical Demands & Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the Americans with Disabilities Act, the city encourages both prospective and current employees to discuss potential accommodations needed to perform the essential duties of this position.

Environment: Indoors, with potential for overnight travel to attend seminars, trainings and workshops.

Physical Demands: See accompanying page for details

Key Working Relationship: Finance Dept. employees, Dept. Heads, Ofc. Mgr., Council and managers.

Applications for this position will be accepted until a pool of 20 applications is received or the position is filled, whichever comes first. Current city employees wishing to apply should send Internal Job Application provided by the Human Resources Department to the HR Director by the deadline stated. (A courtesy copy will be sent to the employee’s department head.)

Applications can be found online (download an application) or picked up at the City of Phenix City Human Resources Department:
1103 Broad Street
Phenix City, AL 36867
Ph: 334 448-2706

Applications are available for pick up and drop off on Mondays from 2 to 5 p.m., Eastern Time, and Tuesdays, Wednesdays, and Thursdays from 10 a.m. until 2 p.m., Eastern Time. You may also email your completed application with the required supporting documents.