Procurement Purchasing Agent
SUMMARY: The Procurement Purchasing Agent is responsible for reviewing and processing purchasing activity for the agency's programs and services including maintenance, capital improvements, Section 8, etc. in accordance with the WHA Procurement Policy and Procedures.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
- Receives, reviews and processes purchase requisitions for goods and services.
- Assures that purchase requests from HA personnel are complete and accurate and have received proper authorization.
- Confers with Authority employees regarding the specification, quantity, quality and special requirements of goods and services needed.
- Provides information to employees on supplier capabilities and requirements to enable them to plan their workload.
- Work closely with finance to reconcile purchase orders and invoice discrepancies.
- Participate in dispute resolution.
- Selects vendors and awards purchase orders in accordance with the appropriate policy and procedures.
- Meets with vendor representatives to analyze supplies, equipment and service capabilities.
- Solicits and analyzes quotations for supplies, services or equipment.
- Prepares and processes purchase orders.
- Assist with preparing monthly reports.
- Attend training to further develop relevant knowledge, techniques and skills.
- Performs other related duties as required.
- Flexibility to work outside normal work hours, as required.
MEASUREMENT:
- Timely and accurate payables processing and reporting at or above 98%.
- Timely and accurate solicitation for quotes.
- Follow-up on all inquiries within one business day.
- Timely and accurate preparation of purchase orders at or above 98%
TEAMWORK:
- Demonstrate and promote a spirit of cooperation and teamwork throughout the organization.
§ Continually look for ways to improve our processes and ability to serve our internal customers and residents effectively.
§ Improve personal performance on a continual basis.
- CUSTOMER SERVICE:
- Provide responsive, professional and diplomatic customer service.
- Answer customer calls and correspondence quickly and pleasantly.
- Communicate with internal customers and residents in a friendly, professional, and patient manner.
- Perform all duties with the goal of building and maintaining long-term relationships.
- Immediately address any internal customers and residents’ concerns and request the involvement of other personnel as required. Notify manager of any major concerns and the action taken to resolve.
SAFETY:
- Use and promote safe work practices in the office and in the field.
- Follow all company safety programs and report any non-compliance to your manager.
- Notify manager or safety personnel of any unsafe conditions.
SUPERVISORY RESPONSIBILITIES
- No supervisory responsibilities
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE:
- Three years of procurement or contract related experience.
COMPUTER SKILLS:
- Knowledge of 365 MS Office Suite preferred.
- Knowledge of Elite preferred.
- Ability to use desktop publishing software preferred.
LANGUAGE SKILLS:
- Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, board members, residents, internal and external customers and the general public.
MATHEMATICAL SKILLS:
- Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
REASONING ABILITY:
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
- Typical office environment.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Working 40 hours/week, scheduled in 8 hour shifts.
- Specific vision abilities required by this job include close vision, and ability to adjust focus.
- While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone.
- The employee frequently is required to sit.
- The employee is occasionally required to stand, walk, and reach with hands and arms.
- The employee is occasionally required to bend, carry, and kneel.
- The employee may occasionally lift and/or move up to 25 pounds.
OTHER REQUIREMENTS:
- Demonstrated knowledge of public purchasing and contracting principles and techniques preferred.
- Extensive knowledge of state and federal procurement regulations preferred.
- Demonstrated knowledge of business methods, markets and purchasing practices preferred.
- Demonstrated ability to write clear and concise specifications.
- Demonstrated ability to develop policies and procedures and to conduct presentations.
- Knowledge of federal and state laws, rules and regulations governing contract management and procurement regulations and ability to interpret and apply regulations.
- Ability to exercise independent judgment.
- Ability to effectively work with vendors, contractors and employees.
- Demonstrated ability to communicate effectively in writing and verbally, especially over the phone.
- Demonstrated ability to organize and maintain complex records.
- Professional appearance
- Willing to travel locally as required
- Able to prove U.S. Employment eligibility
- Ability to pass drug screening
- Valid driver’s license
- Flexibility to work overtime/weekends, as required
- Meet established expectations for attendance
COMMITMENT LIMITATIONS:
- May not make a non-budgeted, emergency expenditure or commitment of WHA in excess of $100.00.
BUSINESS BEHAVIOR / ANTI-TRUST:
Do not discuss with competition (includes other housing authorities without manager’s consent):
- WHA price, costs, profits, or terms of sale
- Person or companies with whom Wilmington Housing Authority will or will not do business
- Geographical areas of operations
CONFIDENTIALITY / CONDUCT:
- May not divulge any confidential personnel/corporate policy.
- Will not engage in gossip or other unprofessional conduct
- May not make changes in their Job Description, Standards of Performance or quarterly objectives without consultation with manager
This position is governed by the WHA Personnel Policy and the collective bargaining agreement with the AFSCME, Council 81, Local 563.
I agree to perform the above referenced duties while upholding our company values.
Pay: $53,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Work Location: In person
