Purchasing Agent II

Position Summary:

The Purchasing Agent II performs professional level procurement and contract administration duties in support of the City’s centralized purchasing function. This position coordinates and administers the procurement of goods, services, construction, professional services, and other operational requirements in accordance with City policies, applicable local, state, and federal procurement requirements, and established ethical purchasing standards.

The Purchasing Agent II independently manages routine to moderately complex purchasing activities and may assist with more complex procurements, solicitations, contracts, and special projects as required. Responsibilities include reviewing purchase requisitions and purchase orders, assisting with competitive solicitations, administering contracts, supporting the City’s Purchasing Card (P-Card) and travel expense programs, maintaining vendor compliance documentation, managing procurement records and contract management systems, and providing technical guidance to City departments.

The position serves as a key internal resource for City departments and works closely with Finance, Legal, department representatives, vendors, contractors, and other stakeholders to promote compliant, efficient, transparent, and fiscally responsible procurement practices.

Essential Duties and Responsibilities:

Procurement and Purchasing Coordinates and administers procurement activities for goods, services, construction, equipment, technology, and professional services.

Assists with formal and informal solicitations, including RFQs, ITBs/IFBs, RFPs, and other competitive procurement methods.

Reviews purchase requisitions and purchase orders for accuracy, supporting documentation, budget alignment, account coding, and compliance with City policies.

Assists departments with scopes of work, specifications, pricing schedules, solicitation requirements, and procurement documentation.

Supports bid and proposal evaluations, vendor communications, contract awards, renewals, amendments, and contract closeout activities.

Administers and maintains procurement and contract records using systems such as Bonfire and Laserfiche.

Tracks contract expiration dates, renewals, insurance requirements, deliverables, and other contract milestones.

Manages and monitors vendor compliance documentation, including Certificates of Insurance (COIs), E-Verify affidavits, W-9s, and other required records.

Assists with administration of the City’s P-Card Program, including transaction review, cardholder documentation, compliance monitoring, and cardholder support.

Assists with internal procurement and financial accounts, including account coding, purchase orders, encumbrances, invoices, and transaction research.

Coordinates with Finance, Accounts Payable, Budget, and departments to resolve purchasing, payment, account, and vendor discrepancies.

Responds to vendor inquiries regarding procurement opportunities, registration, purchase orders, contracts, and procurement requirements.

Provides training and technical guidance to City departments regarding purchasing procedures, solicitations, vendor compliance, and contract administration.

Assists in maintaining and updating the City’s Procurement Policies and Procedures Manual, forms, templates, and standard operating procedures.

Identifies and recommends procurement process improvements and stronger internal controls.

Maintains effective relationships with vendors, contractors, and City staff while promoting ethical, competitive, and transparent purchasing practices.

Participates in internal and external audits and assists with public/open records requests involving procurement activities.

Maintains procurement records in accordance with applicable…