Purchasing Agent - Amazon S3



UNION JOB DESCRIPTION

JOB TITLE Purchasing Agent JOB ID 2PR01

DEPARTMENT Corporate Services JOB LEVEL 11

DIVISION Purchasing Services LOCATION

REPORTS TO Manager, Purchasing Services UNION CUPE 1287

JOB SUMMARY

Responsible to supply internal customers with an uninterrupted flow of goods & services, placing an emphasis on quality and best value, not simply lowest price, to satisfy requirements for consistency, fairness, equity & transparency while maintaining a focus on maximizing competition.

QUALIFICATIONS

(Educational)

• Post Secondary Diploma in a related field or equivalent training and/or experience

• Minimum completion of the PMAC Purchasing Certification or CPPB/CPPO.

• Training in related software programs (Word, Excel, Access, Smartstream or similar Purchasing program)

(Experience)

• Minimum of five years experience (as required to obtain certification) preferably in a public or municipal sector organization

• Must possess knowledge in any legislative requirements as it applies to Municipal Government including tendering law, Municipal Act, risk management and health and safety, Municipal Freedom of Information and Protection of Privacy Act.

(Other Competencies and Skills)

• Demonstrated computer skills in Microsoft office programs and other Purchasing related software programs

• Demonstrated analytical, interpersonal, communication and organizational skills

• Must possess excellent negotiating and organization skills

• Ability to multi-task, adjust priorities and work in a demanding environment

• Ability and experience dealing with the public and staff related to Purchasing issues

• Good analytical and problem solving skills

• Ability to work independently with minimal supervision

• Works effectively in team environment exchanging information and innovative ideas.

UNION JOB DESCRIPTION

JOB TITLE Purchasing Agent

DEPARTMENT Corporate Services

RESPONSIBILITIES

1. Work in partnership with internal customers in developing tender, quotations, RFPs, and RFPQ specifications.

2. Conduct public bid openings on behalf of Purchasing Services.

3. Administer the complete bid process including all necessary spending approvals.

4. Provide guidance and direction to the Purchasing Office Assistant in the execution of their duties .

5. Provide advice on requisitioning procedures and correct use of orders and applications to user departments.

6. Ensure best buy practices are followed through the coordination of data and resources necessary to create and issue contracts as required, including but not limited to negotiations for new contracts and extension of existing contracts.

7. Develop and maintain positive supplier relationships to maintain integrity of contracts and supplier relations including dispute resolutions.

8. Continuously source and evaluate market for competitive pricing.

9. Participate in co-operate purchasing projects through the Niagara Public Purchasing Committee.

10. Accountable for the contract administration to both Regional Departments and NPPC Agencies

11. Review departmental requirements and determine contract terms and conditions to ensure the safeguard of the Region from legal ramifications or consequences.

12. Negotiate with suppliers to develop cost savings and/or improve the delivery and effectiveness of existing contracts.

13. Issue various bid documents, including quotations, tenders, Request For Proposals and Request for Pre-qualifications for operating and capital projects on behalf of the Corporation.

14. Analyze bids and recommend award and prepare related reports to Department Directors, Commissioners, and Committees.

15. Obtain necessary sureties from vendors including performance bonds, insurance and WSIB certificates.

UNION JOB DESCRIPTION

JOB TITLE Purchasing Agent

DEPARTMENT Corporate Services

RESPONSIBILITIES (Continued)

16. Conduct reference checks on bidders on behalf of departments as requested.

17. Issue Purchase Orders and change orders through Smartstream.

18. Collaborate with Risk Management and Legal Services ensuring compliance with legal standards, bonding requirements, insurance requirements, and Workplace Safety and Insurance Board certification.

19. Instruct Legal Services to perform Construction Lien Search when necessary.

20. Prepare contract documents and forward to Legal Services Dept. for review.

21. Manage the purchase or contract to insure that all terms and conditions are met; many times complex and sometimes highly technical or confidential for items, materials or services.

22. Manage vendor performance with user departments and communicate with existing vendors to resolve any non-compliance issues.

23. Arrange and conduct site inspections as required and issue relevant addenda.

24. Remain current on any legislation as it pertains to the Niagara Region (Municipal Act, Freedom of Information, taxes, health and safety, Internal Trade Agreement, Transportation of Hazardous Waste Material, Environmental issues, etc.)

25. Input data into Word, Excel and Access databases for the purpose of analyzing bids and preparing reports.

26. Work closely with Accounts Payable staff in with respects to invoice reconciliation; establishing appropriate methods of vendor payment; and audit Visa statements.

27. Maintain confidentiality in all aspects of the procurement process to avoid serious consequences, including litigation.

28. Coordinate electronic sale of surplus assets.

29. Request proof of Insurance and WSIB documentation as required for various projects.

30. Other duties as required.

UNION JOB DESCRIPTION

SIGNATURE PAGE

JOB TITLE

DEPARTMENT

The above description reflects the general details considered necessary to describe the principal functions and duties as required for proper evaluation of the job and shall not be construed as a detailed description of all the work requirements that may be inherent in the job.

APPROVED BY:

Department Director or Designate Date

Human Resources Department Date

RECEIVED BY:

For CUPE Local 1287 Date

UNION JOB SPECIFICATIONS

JOB TITLE Purchasing Agent

DEPARTMENT Corporate Services

INDEPENDENCE OF ACTION / JUDGEMENT

• Work under the general direction of the Purchasing Manager

• Uses established procedures and guidelines to achieve desired end results

• Uses own judgement when coordinating action plans and analyzing problems regarding purchases and the purchasing process.

• Latitude exists to make purchases up to $10,000 from the most appropriate source deemed by the incumbent.

CONSEQUENCES OF ERRORS / IMPACT

• Time loss to project schedules

• Financial loss to organization

• Damage internal or external relations

• Risk of legal action to the Purchasing Agent and the Corporation

• Possible loss of credibility of the Department and the Region

WORKING WITH OTHERS

(Internal)

• Work within the Purchasing Services team consisting of 8 members

• Communicate regularly with employees within Corporate Services

• Communicate regularly with all Regional Department representatives through phone, email and team meetings

(External)

• Suppliers and contractors

• Other Government Agencies, Boards and Associations

RESPONSIBILITY FOR HUMAN RESOURCES

• Assign work to the supporting Purchasing Office Assistant as required

• Provide guidance and trains new employees on occasion

• Alert Purchasing Office Assistant of any errors or deficiencies

UNION JOB SPECIFICATIONS

JOB TITLE Purchasing Agent

DEPARTMENT Corporate Services

PHYSICAL/MENTAL DEMANDS

• Typical office environment where most time is spent at desk and computer terminal

• Must attend site meetings when required as part of bid call

• Occasional business travel for offsite meetings at other offices or

• Frequent periods of mental/visual concentration for long periods of time

JOB ENVIRONMENT

• Work is performed indoors in an office environment

• Frequent use of computer, calculator and telephone

• Occasionally exposed to interruptions and noise

HOURS OF WORK

• 35 hours per week

Updated October 2013

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