Purchasing Agent

Safety/Security Status:
None SUMMARY

This position manages all activities involved with procuring goods and services (raw materials, equipment, tools, parts, professional services, and all purchased items) for the City of Bentonville. The position actively manages contracts and purchases for compliance with Federal, State, and local law. The position requires critical thinking, effective communication, time management, self‑motivation, strong organizational skills, and professionalism.

• Plans, organizes, and manages the activities of the Purchasing Department to provide a procurement process for approximately $.00 worth of goods and services, including $.00 of utility power/water/sanitation payments throughout the year ensuring that purchases meet City Ordinances, State laws, Federal laws, and best practices.
• Regularly communicates and coordinates with City Departments regarding bids, projects, contract compliance, policy compliance, and all other purchasing activities.
• Communicates with vendors regarding purchasing through the City, which includes marketing offerings such as Vendor Introduction Meetings, expos, and other avenues of attracting vendors to do business with the City.
• Reviews requisitions of all expenditures for compliance with the City Purchasing Policy and approves those over dollar amount specified by policy.
• Maintains current knowledge of new laws, best practices, and other items related to all aspects of job duties. Responsible for maintaining and updating the Purchasing Policy according to changes necessary due to process improvements or amendments and changes in applicable laws; including directing City departments about purchasing compliance and the best way to utilize quotes, bids, and cooperative contracts.
• Prepare bid documents and distributes to vendors; managing the complete procurement process, which includes, but is not limited to public notification (advertisement), responses to questions, hosting public pre‑bid meetings, amendments to documents and/or timelines, hosting public bid openings, full bid evaluation and any necessary steps (including acceptance and/or rejection of bids, allowable corrections, and all other necessary processes).
• Manages City’s IDIQ contracts to ensure compliance with monetary thresholds approved by City Council.
• Administers the City auction process and advises departments regarding the legal disposal of surplus goods.
• Manages software implementation for any Purchasing Department related software and assists in the implementation of software for related activities, such as implementations that may be managed by the Finance Department.
• Responsible for performing all Purchasing related year end close procedures in the financial software.
• Reviews City Council agenda items for purchasing related documentation.
• Manages and oversees the City’s online ordering memberships, and vendor portals.

Other duties may be assigned.

Supervises 1‑3 Purchasing Specialists in the Purchasing Department.

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.

Graduation from an accredited college or university with a degree in business administration, purchasing management, procurement or a related field and 5+ years of experience in the related field; or equivalent combination of education and experience. Certified Public Procurement Officer (CPPO) or other Purchasing certification preferred.

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to effectively present information and to respond to questions from groups of managers, clients, customers, and the general public. Ability to read, analyze, and understand common scientific and technical journals, financial reports, and legal documents.…