Purchasing Agent

Applications will be accepted through October 27, 2026 - Apply on-line

SUMMARY:

Under the general supervision of the Manager, Procurement Services, the Purchasing Agent procures materials, equipment, parts, supplies, and services necessary for the construction of generation, transmission, distribution and telecommunication projects, as well as maintenance and operations of assigned segments of Western Farmers Electric Cooperative (WFEC) and its facilities. The Incumbent collaboratively assesses requester needs and specifications for the assigned areas of responsibility, developing strategic sourcing strategies to optimize inventory levels, minimize carrying costs, and meet the requester's unique set of needs, specifications, and schedules.

The Incumbent complies with procurement procedures contained in WFEC's Administrative Procedures and lending agency regulations, including Rural Utilities Service (RUS) and, when necessary, Federal Emergency Management Agency (FEMA). Incumbent also conducts supplier performance evaluations following product delivery, measuring adherence to contract terms and conditions; adherence to product specifications, quality and quantity; as well as on-time delivery and responsiveness. The Incumbent utilizes People Soft purchasing and inventory modules throughout the entire procurement process to track, document, and drive all planning, sourcing, buying, contract management, document control, and inventory management activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Include the following; other duties may be assigned. Acts as the purchasing liaison for assigned segments/spend categories of WFEC's business units to ensure purchases are awarded in an ethical and economical manner, and in compliance with WFEC and lending agency requirements, including RUS and FEMA. Works collaboratively with assigned requester to analyze, monitor, and plan for internal demand for related goods and services, assisting in the development and execution of category management strategies, to include risk assessments, overall market, industry and supply base analysis, and category and vendor segmentation, while optimizing inventory and carrying costs.

Prepares Request for Proposal (RFP)/Request for Quotation (RFQ) and Contract document package concentrating on accuracy, WFEC risk/legal protections of the Terms and Conditions, and coordination of the Pre-Bid Meeting, Bid Opening, and Pre-Construction Meeting to support the construction schedule and necessary approvals. Receives and reviews Purchase Requisition s for the Specifications and Scope of Work, assimilating project information into a detailed Needs Statement.

Opens, tabulates, and analyzes RFP/RFQ responses according to WFEC and RUS construction policies and procedures, working with requesters to determine the lowest evaluated bid, factoring in quality, quantity, and other business factors including vendor evaluations. Determines the type of procurement method that is in the best interest of strategic projects and WFEC, adhering to WFEC Administrative Procedures, regulation 7 CFR 1726 for construction projects financed by RUS, and 2 CFR Part  when emergency repair and construction may be considered for Federal disaster assistance by FEMA.

Works with requesters to prequalify prospective bidders according to WFEC and regulatory agency guidelines. Awards contracts after bids have been approved by the appropriate authority level; notifies all bidders that a decision was made; and maintains Purchase Order, Contract documents, and correspondence in People Soft. Documents contracts by forwarding Purchase Orders to supplier, and documents supplier order acknowledgement. Monitors construction and delivery schedules, expediting orders when necessary.

Develops vendor contract negotiation strategies and serves as the lead in driving contract negotiations to achieve stated goals and objectives, securing commitments on delivery dates, pricing, quantity, as well as other purchase specifications and order acknowledgments from the vendor. Prepares all purchasing documents, including Bid Invitations, Purchase Orders, and Contracts, utilizing rate control and risk-reducing terms and conditions to maintain market pricing throughout the contract life cycle.

Assists Financial Services with invoicing discrepancies by investigating supporting documentation, including RFPs, bids, correspondence, and Bills of Lading. Collaborates with requesters to develop assigned spending category…