Purchasing Agent

SUMMARY:

Provides leadership and oversight of procurement and purchasing activities for Columbus Water Works (CWW). Serves as the subject matter expert for purchasing policies, procedures, and regulatory compliance while supporting the Supervisor and Director of Finance. This position plans, coordinates, and administers a centralized purchasing program to ensure the efficient, transparent, and cost-effective acquisition of goods and services. The role is also responsible for ordering all organizational supplies, ensuring the accurate use of departmental General Ledger (GL) numbers, and maintaining budgetary control of purchased items.

Responsibilities will include supervisory oversight and will include performing all other duties as assigned.

Responsibilities will include the following:

• Plan, administer, and oversee procurement activities for goods, services, materials, supplies, and equipment in compliance with Columbus Water Works policies and applicable federal, state, and local laws.
• Order all organizational supplies
  , ensuring timely delivery and cost-effective purchasing to support operational needs.
• Utilize the appropriate General Ledger (GL) numbers
  , including specific departmental GL accounts, to ensure accurate financial coding of all purchase orders and procurement transactions.
• Monitor and maintain budgets for purchased items
  , tracking expenditures to ensure alignment with approved departmental budgets and identifying potential variances.
• Collaborate with department managers to verify funding availability and proper GL account usage prior to processing purchases.
• Manage formal and informal competitive bid processes, including Invitations to Bid (ITBs), Requests for Proposals (RFPs), and Requests for Qualifications (RFQs).
• Evaluate vendor responses and provide recommendations for contract awards to ensure the best value for the organization.
• Develop and administer purchasing policies and procedures to ensure compliance with ethical and regulatory standards.
• Coordinate procurement activities with internal departments and external stakeholders to ensure transparency and efficiency.
• Oversee contract administration, including preparation, execution, compliance monitoring, and renewals.
• Manage the purchasing card (P-Card) program, including policy development, monitoring of transactions, and compliance reporting.
• Generate and manage bid schedules to ensure timely procurement and contract awards.
• Oversee inventory control and asset procurement in coordination with Accounting and operational departments.
• Prepare and present purchasing-related reports and agenda items for executive leadership or governing boards, as required.
• Serve as liaison between vendors, departments, and the Finance/Accounting Division to resolve procurement-related issues.
• Maintain open and effective communication with management and stakeholders regarding purchasing activities.

• Collaborate with the Supervisor of Accounting/Director to ensure purchasing activities align with financial policies and budgetary controls.
• Serve as a subject matter expert for financial and procurement systems such as the Lawson General Ledger/Purchasing System and other enterprise resource planning (ERP) platforms.
• Assist with audit preparation by providing procurement documentation and ensuring compliance with Generally Accepted Accounting Principles (GAAP) and applicable audit standards.
• Monitor procurement expenditures and assist with forecasting and budget planning.
• Prepare financial and procurement reports and analyses to support strategic purchasing and policy decisions.
• Ensure all purchasing transactions are accurately recorded and reconciled within the accounting system.

• Supervise, direct, and evaluate assigned purchasing personnel.
• Interview, hire, train, and mentor staff; coordinate cross-training and professional development.
• Assign and monitor daily work activities and schedules.
• Address employee concerns, administer disciplinary actions when necessary, and complete performance evaluations.
• Approve employee leave requests and ensure…