Purchasing Agent I​/II - Purchasing Division​/Business Services Department

Purchasing Agent I/II

The County of Volusia is seeking a Purchasing Agent I/II for the Purchasing Division within the Business Services Department. This position is located in DeLand, Florida, and will be responsible for technical and specialized assignments in the field of centralized procurement of all types of commodities, services, construction, engineering and capital goods, including, but not limited to: reviewing and processing requisitions;

reviewing and assisting in the preparation of specifications for the solicitation of documents; managing the solicitation process; facilitating the negotiation process; preparing the contract documents; and administering the contract from award through expiration. The ideal candidate will have a keen eye for detail and a commercial mindset and know how to evaluate market conditions and suppliers. Outstanding organizational and communication skills are key attributes for this position in negotiating effectively and maintaining vendor relationships.

Candidates must be able to provide customer service at multiple levels for both internal and external customers.

All Levels

• May be assigned to other county locations based upon operational needs.
• Attends work on a regular and consistent basis.
• Must adhere to Federal, State, County and Local ordinances.
• Responds to emergency situations.
• Performs other duties as assigned.

PURCHASING AGENT I

• Works in partnership with internal customers to meet with prospective vendors, inspect and review samples, specifications and illustrations of new products.
• Corresponds with vendors on all aspects of the business relationship, including registration, delivery requirements, substitutions, inquiries, quotations, terms and conditions of purchase orders and contracts.
• Works with internal customers to identify the appropriate sources, competitive methods, cost analysis and contract formats.
• Prepares routine general and front-end solicitation documents within assigned field.
• Reviews all specifications (prepared by others in most cases) with internal customers to determine adequacy.
• Works with internal customers to develop project timelines and to verify that specifications are appropriate and complete; and rewrites or edits as necessary.
• Releases solicitations to vendors; reviews, tabulates and analyzes submittals for compliance; reviews insurance and bonds to ensure compliance with submittal requirements and Federal, State and County purchasing laws and ordinances; prepares recommendations of award to supervisor; and reviews resulting assigned contracts for completeness.
• Schedules and facilitates pre-bid conferences to address questions regarding the solicitation and/or the solicitation process.
• Schedules and participates in pre-project conferences to address/interpret contract requirements in assigned field.
• Reviews and processes requisitions for assigned commodities or services, checks for accuracy and conformance with Federal, State and County purchasing laws and ordinances, verifies change orders for the appropriate approval authority, and assists in the resolution of disputes and discrepancies on invoices.
• Prepares routine addenda, Council meeting agenda items and internal/external correspondence for supervisor's review and approval.
• Monitors assigned contracts to gather historical data and ensure compliance and to facilitate a timely renewal process if applicable.
• Administers, monitors, maintains, and acts as the liaison between internal customers and vendors by assisting in the resolution of performance issues, disputes and claims.
• Assists with clarifying responsibilities of parties designated within assigned contracts.
• Prepares correspondence regarding issue resolution for supervisor's approval.
• Communicates with internal customers regarding needs for services, materials, supplies and equipment, and required delivery schedules.
• Furnishes information concerning prices, available products, and sources of supply

PURCHASING AGENT II

• All illustrative duties of the Purchasing Agent I (Procurement Analyst I) classification.
• Prepares complex general and front end solicitation documents within assigned commodities/services.
• Reviews all specifications…