Class Code: P0213
FLSA Status: Non-exempt

Purchasing Agent

Bargaining Unit: SEA

DEFINITION:

Under direction, a Purchasing Agent (Contracts Administrator) performs advanced lead level professional duties related to the acquisition of professional services, equipment, materials, and supplies; prepares and issues Requests for Proposal (RFP) and Invitation for Bid (IFB) documents; coordinates vendor selection processes; ensures clear and concise contract language; negotiates terms and conditions; prepares service agreements and contracts; and performs related work as required.

DISTINGUISHING CHARACTERISTICS:

Purchasing Agent is an advanced lead level class in this series.  An incumbent in this class performs tasks requiring advanced knowledge, interpretation, and application of specialized purchasing policies and procedures to ensure that assigned activities comply with various legal, regulatory, policy and other requirements.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

  • Prepares contracts, informal agreements, task orders, amendments and other documents; submits documents for review by Santa Cruz METRO counsel and execution by the CEO/General Manager.
  • Prepares notifications of awards and distributes contracts; conducts vendor debriefs.
  • Prepares and issues Requests for Proposals and Invitations for Bids for procurement of services, supplies, equipment, and Public Works (construction) projects; consults with departments regarding bid and proposal specifications and vendor evaluation criteria.
  • Writes advertisements to invite bids and proposals; prepares vendor lists and distributes bid/proposal packages; conducts pre-bid and pre-proposal conferences; prepares and distributes addenda; conducts bid openings; coordinates and participates in bid/proposal evaluation; writes recommendations to the Board of Directors for vendor selection. 
  • Ensures purchasing activities conform to applicable laws, regulations (including U.S. Department of Transportation and Federal Transit Administration regulations), and Santa Cruz METRO policies; assists in the development of Santa Cruz METRO policies and procedures for requisitioning, bidding, warehousing and distributing supplies, materials, and equipment.
  • Meets and corresponds with other transit agency procurement officers to develop cooperative procurement contracts for equipment, materials, and supplies used by transit agencies.
  • Conducts price and cost analysis, prepares, processes and maintains records correspondence, documents, and reports related to the purchasing function; assists in the development and maintenance of a computerized purchasing system. 
  • Drafts reports for the Board of Directors relating to the procurement of professional services, construction, vehicles, and equipment as required by Santa Cruz METRO.
  • Maintains record keeping for purchasing statistics related to DBE vendors and contractors; gathers data; assists in the preparation of DBE periodic reports. 
  • Assists new contractors/vendors with process requirements.
  • May review purchase requisitions for completeness and conformance with Santa Cruz METRO policies as well as State and/or Federal laws; may issue purchase orders for services, materials, supplies, and equipment; may negotiate term with vendors and perform vendor reviews to ensure receipt of proper quality and quantity of materials. 
  • May meet and correspond with prospective vendors, manufacturers, service suppliers, and sales representatives for product information; may investigate and resolve problems involving damaged goods, incorrect merchandise or invoicing errors, and unsatisfactory service performance. 
  • May lead the work of subordinate technical or clerical staff as an ancillary duty.
  • Provides information to employees and the public. 
  • Operates standard office equipment; utilizes computer software in performing job tasks 
  • Utilizes standard business software in performing job tasks; 
  • May utilize specialized Santa Cruz METRO software.  
  • Drive a Santa Cruz METRO vehicle to perform assignments.
  • Performs related work as required

EMPLOYMENT STANDARDS:

Knowledge of:

  • Principles and practices of public agency purchasing.
  • State and Federal laws and regulations applicable to public sector purchasing, including third party contracting.
  • Contract development, negotiations, and competitive bidding processes.
  • Pricing, products, and services related to the transportation industry and sources of supply.
  • Methods of conducting product and vendor research. 
  • The creation and use of spreadsheets, databases, and software to track information and automate calculations.
  • Modern office practices, procedures, and equipment.
  • Business correspondence, formatting and report writing.       
  • Manual and automated record-keeping and filing systems.
  • Methods of maintaining information in digital or hard copy files.
  • Methods of researching, gathering, organizing, and reporting data.
  • Methods of prioritizing, planning, and organizing work.
  • Time management techniques.
  • Customer service techniques.
  • Principles and practices of supervision and leadership.
  • Intermediate mathematics, including ratios, percentages, and intermediate statistics.
  • The effective use of modern office equipment, personal computers, and standard business software. 

Ability to:

  • Evaluate, interpret and apply policies, procedures, and requirements as they apply to professional purchasing activities.
  • Perform professional purchasing activities in a manner that complies with applicable laws, regulations, and policies.
  • Review requisitions and prepare product specifications, bids, and agreements.
  • Evaluate quotations and bids and make awards consistent with Santa Cruz METRO purchasing policies and requirements.  
  • Research and identify the price and availability of items to be purchased.
  • Maintain complex and detailed records and control systems with accuracy and attention to detail.
  • Create and use spreadsheets, databases, and software to track information.
  • Perform financial calculations quickly and accurately.
  • Adhere to established work schedules and timelines.
  • Work independently using good judgment, tact, and discretion.
  • Balance multiple assignments simultaneously and effectively.
  • Lead the work of subordinate technical or clerical staff.
  • Utilize standard office equipment and computer software and learn to use specialized Santa Cruz METRO software if assigned.
  • Maintain confidentiality of materials, records, files, and other privileged information.
  • Communicate clearly and effectively in both oral and written form.
  • Establish and maintain effective working relationships within the department and with other divisions, departments, agencies, suppliers, vendors, and the public. 

MINIMUM QUALIFICATIONS:

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be: 

Education, Training, and Experience:

Bachelor’s degree from an accredited college or university in public administration, business administration, accounting, or a related field. 

AND

Two (2) years’ experience in performing technical purchasing work, preferably at a public agency. 

Experience, which demonstrates substantial knowledge and abilities pertinent to specific purchasing job functions, may be substituted for the required education on a year-for-year basis.

OR

One (1) year certificate of proficiency from an accredited college in public administration, business administration or a comparable field of coursework.

AND

Four (4) years of experience performing professional purchasing work, preferably in a public agency.

NTI procurement series completed or ability to complete within the first year of employment.

LICENSES AND CERTIFICATES:

A valid California Driver’s License will be required at the time of appointment and throughout employment.

Must be able to obtain and maintain a current, valid California Class “C” Driver’s License.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands 

While performing the duties of this job, the employee is frequently required to reach with hands and arms; walk, sit and stand; use finger dexterity; talk and hear, and use a keyboard.  Work often requires the repetitive use of both hands to grasp and feel objects; stooping at the waist, and standing.  Work may require lifting up to 20 pounds unaided.  Specific visual abilities required for this job include close vision, distance vision, the ability to see colors and shades, and the ability to perceive depth. 

Mental Demands 

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work.

Work Environment: 

The employee typically works in a standard office environment where the noise level is usually moderate.

OTHER CONDITIONS OF EMPLOYMENT:

  • Must pass a requisite background check.
  • May occasionally work extended hours or hours outside of the regular schedule.
  • Must participate in professional development activities.  

*Adopted: 12-11-18

*BOD Approved: 08-23-19

*Revised: 02-27-2023

*Job Family: Administrative Professional

*Job Series: Purchasing

*Job Series Level: Advanced-Lead

*Confidential: No