Purchasing Agent

POSITION: PURCHASING AGENT

CLASSIFICATION: TECHNICAL

GRADE LEVEL: ONE - FOUR

SCOPE OF RESPONSIBILITIES:

The Purchasing Agent executes the procurement of goods and services for the Mass Transportation Authority (MTA) against the approved budget and under the direction of the Director of Procurement and Facilities. Develops specifications, bid documents and draft contracts, related to purchasing; Assists department managers with budgetary planning, specifications for goods and services and general assistance to insure effective use of funds; Maintains awareness of current and long-term trends in pricing and availability of commodities and services applicable to MTA operations and reports on those trends to user departments; Perform other duties, as assigned.

SUPERVISION BY: DIRECTOR OF PROCUREMENT AND FACILITIES

PRINCIPAL RESPONSIBILITIES:

• Procure goods and services required by MTA • Write and issue Invitation For Bids and Request For Proposals as required by MTA's purchasing policy • Assist in developing specifications related to purchase of items through formal competitive bidding • Ensure purchasing process is in full compliance with Federal, State and/or local directives • Review all grant purchase requests, secure approval for purchase, and retain file of all paperwork related to justification, request and approval • Maintain effective control over all funds; ensure use is for authorized purposes • Maintain current price lists on items purchased on a frequent basis • Act as a liaison and maintain a positive relationship with all vendors and MTA personnel • Maintain contact with all vendor service personnel and oversee maintenance on MTA office equipment • Ensure compliance with MTA DBE/WBE Program: Including files of purchase orders, documentation of requests for quotation, and potential vendors. • Seek out and interview potential suppliers • Approve "Request for Purchase Order" on items identified for purchase including ensuring purchase requests are consistent with line item budget • Follow-up all Purchase Orders to ensure timely delivery • Work with accounting personnel to ensure purchase order compliance before payment is made • Assist Inventory Control in setting inventory levels, order points, and order quantities. • Maintain working knowledge of data storage system and develop effective skills in the utilization of data system to aid work performance • Provide supervision with required data, materials, and/or reports, both written and oral, as required • Know and perform all job duties within scope and direction of MTA policies, procedures and contractual agreements • Perform other duties, as assigned