|FLSA Designation: Exempt
Class specifications are intended to present a descriptive list of the range of duties
performed by employees in the class. Specifications are not intended to reflect all duties
performed within the job.
Under direction of the Chief Finance Officer, supervises, assigns, reviews, and
participates in the work of staff responsible for providing services and activities related
to the City’s purchasing functions and programs; ensures work quality and adherence to
established policies and procedures; and performs the more technical and complex tasks
relative to assigned area of responsibility. Provides technical information to City
The Purchasing Agent is considered a supervisory level with responsibility for planning,
coordinating, and overseeing purchasing functions and services. This position contributes
to the overall management of the Finance Division by participating in the development of
policies and procedures, coordinating with internal and external parties to improve
delivery of service, providing guidance on all facets of purchasing, and participating in
the development and monitoring of budgets. Incumbents in this position oversee and direct
purchasing activities having a significant impact on City-wide costs and operational
effectiveness and must possess strong negotiating skills.
The following duties are typical for this classification. Incumbents may not perform all of
the listed duties and/or may be required to perform additional or different duties from
those set forth below to address business needs and changing business practices.
- Plans, prioritizes, assigns, supervises, reviews, and participates in the work of staff
responsible for purchasing services and activities.
- Establishes schedules and methods for providing assigned services; identifies resource
needs; reviews needs with appropriate management staff; allocates resources
- Participates in the development of goals and objectives as well as policies and
procedures relating to the purchase of materials, supplies, and equipment and contracting
for services; makes recommendations for changes and improvements to existing standards,
policies, and procedures; participates in the implementation of approved policies and
procedures; develops, implements, and maintains purchasing forms; monitors work activities
to ensure compliance with established policies and procedures.
- Participates in the selection of assigned staff; provides or coordinates staff
training; works with employees to correct deficiencies; implements discipline
- Participates in the preparation and administration of the assigned program budget;
submits budget recommendations; monitors expenditures.
- Performs the more technical and complex tasks of the work unit.
- Advises and provides technical information and assistance to City staff regarding
purchasing activities; processes the more complex commodity acquisitions and service
- Provides training on a variety of matters including purchasing procedures, changes in
policy, and credit card and invoice processing.
- Reviews requisitions and related documents for completeness, accuracy, authorization
for purchase, availability of funds, and compliance with purchasing policies and
- Confers with department heads and other authorized staff to determine purchasing needs,
requests and specifications; develops or assists in the development of specifications for
supplies, materials, services, and equipment.
- Administers formal/informal request for proposals packages and bids; evaluates bids
against specifications and recommends purchase or award of contract in accordance with
- Supervises the process for receipt of goods and warehousing functions.
- Audits procurement practices of individual departments.
- Interviews vendor representatives to evaluate products and services, to obtain price
trends, to obtain comparative information, and to establish potential sources of
- Negotiates, coordinates, administers, and maintains contracts for City-wide copy
machines, office supplies, fuel, cellular telephones, and other equipment as
- Coordinates and maintains vehicle reporting programs for insurance, DMV, and smog
- Maintains, tracks, and monitors locksmith activities including key and keyless entry
- Develops, organizes, implements, and maintains the City’s California CAL-Card
procurement card program; provides related training.
- Assists City staff with decision-making regarding the vehicle replacement program and
fund; ensures overall compliance and coordinates the bidding and award process with
departments; updates, monitors, and reports the expenditures and surplus disposals for the
vehicle replacement fund and program.
- Assists in maintaining an accurate fixed assets inventory; conducts annual warehouse,
stores, and fixed assets inventory; develops records and procedures for inventory
- Evaluates actual value and negotiates trade-in allowances, sale, auction, or other
disposition of surplus or obsolete equipment and materials.
- Performs contract administration for assigned projects including performing a full
range of planning, organizing, coordinating, and decision making functions; ensures
timeline adherence from inception to completion.
- Investigates complaints and problems with purchase orders and contracts; secures
adjustments; resolves invoice and payment problems.
- Maintains records concerning operations and programs; prepares reports on operations
and activities to communicate and document status and issues.
- Attends and participates in professional group meetings; maintains awareness of new
trends and developments in the fields of purchasing and accounts payable; incorporates new
developments as appropriate into programs.
- Perform detailed analyses of the encumbrance data base to determine purchase order
aging and accuracy of encumbrance balances; make recommendations regarding disencumbrances;
reviews reports to determine that purchase order balances carried over from one year to the
next in the correct amounts and to the correct accounts.
- Performs related duties as required.
The following generally describes the knowledge and ability required to enter the job
and/or be learned within a short period of time in order to successfully perform the
Operations, services, and activities of a purchasing and accounts payable program.
Principles, practices, and procedures of purchasing including competitive bidding methods
and bid preparation, solicitation, award, and evaluation to assure compliance with
Principles, practices, and techniques of contract administration and negotiation.
Methods and techniques of inventory control and warehousing.
Sources and types of equipment, supplies, and services used by a municipality.
General accounting principles and practices including methods and techniques used in
financial record keeping, governmental and fund accounting, and laws affecting accounts
Basic principles and practices of municipal budget preparation and administration.
Principles of supervision, training, and performance evaluation.
Principles and procedures of record keeping.
Principles of business letter writing and report preparation.
Office procedures, methods, and equipment including computers and applicable software
applications such as word processing, spreadsheets, and databases.
Pertinent federal, state, and local laws, codes, and regulations.
Coordinate and direct purchasing and accounts payable programs.
Supervise, organize, and review the work of assigned staff involved in purchasing and
accounts payable program areas.
Select, train, and evaluate staff.
Recommend and implement goals, objectives, policies, and procedures for providing
purchasing and accounts payable programs.
Understand the organization and operation of the City and of outside agencies as necessary
to assume assigned responsibilities.
Understand, interpret, and apply general and specific administrative and departmental
policies and procedures as well as applicable federal, state, and local policies, laws, and
Interpret and explain City purchasing and accounts payable processes, policies, and
Participate in the preparation and administration of assigned budgets.
Prepare clear and concise reports.
Negotiate cost effective purchasing contracts based on quality, quantity, and price.
Design, implement, and maintain record keeping and inventory systems.
Analyze complex issues, evaluate alternatives, and reach sound conclusions.
Research, analyze, and evaluate new service delivery methods and techniques.
Make adjustments to operating procedures as necessary to improve organizational
Manage multiple projects simultaneously and be sensitive to changing priorities and
Plan and organize work to meet changing priorities and deadlines.
Effectively represent the City to outside individuals and agencies to accomplish the goals
and objectives of the unit.
Work cooperatively with other departments, City officials, outside agencies and vendors.
Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, City
staff, or other agencies on sensitive issues in area of responsibility.
Operate office equipment including computers and supporting word processing, spreadsheet,
and database applications.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course
Education and 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 would be:
A Bachelor’s degree from an accredited college or university with major course work in
materials management, accounting, business administration, or a related field.
Four years of increasingly responsible experience in purchasing a variety of supplies,
materials, services, and equipment including some supervisory experience. Purchasing
experience in a public agency is highly desirable.
License or Certificate:
Possession of an appropriate driver’s license.
Certification in Public Procurement issued by the California Association of Public
Procurement Officers is desirable.
PHYSICAL DEMANDS AND 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. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential job functions.
Environment: Work is performed primarily in a standard office environment with some travel
to different sites; incumbents may be required to work extended hours including evenings
and weekends and may be required to travel outside City boundaries to attend meetings.
Physical: Primary functions require sufficient physical ability and mobility to work
in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop,
bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate
amounts of weight; to operate office equipment requiring repetitive hand movement and fine
coordination including use of a computer keyboard; to travel to other locations using
various modes of private and commercial transportation; and to verbally communicate to
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range with or without correction.