Job Openings >> Purchasing Agent
Purchasing Agent
Summary
Title:Purchasing Agent
ID:18.063
Department:Legal Division
Description

 

Job Title: Purchasing Agent                                                                                     Salary Grade: 15

Division/Department: Legal Division/Fiscal Resources                                            Salary: $47,164.86

Reports To: Business Manager                                                                                Date Posted: 9/24/18

FLSA Status: Non-Exempt                                                                                       Last Revised: 27 July 2018

 

Benefits of Employment

 

Insurance: Comprehensive Health, Dental, Vision, Life and an Employee Assistance Program. Supplemental Life may be purchased at group rates.

 

Paid Time Off: Ten (10) holidays, vacation time (after 6 months) of three (3) weeks per year for the first eight (8) years of service, and sick time.

 

Retirement: Ohio Public Employees Retirement System (OPERS) with 14% annual employer contribution and Deferred Compensation Plans.

 

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed below. Reasonable accommodations will be made for disabled persons covered by the Americans with Disabilities Act, in accordance with its requirements.

 

Responsible for the procurement of equipment, furniture, and supplies in order that specifications are in compliance with established guidelines. Serves as Cuyahoga County Court of Common Pleas Juvenile Division liaison to Central Services and Office of Procurement and Diversity regarding commodities and software purchases.

Prepares various records and documents related to procurement activities (e.g.- prepares vendor performance evaluations; writes routine directives, instructions or correspondence concerning purchasing activities; maintains vendor listing based upon vendor performance evaluations and identification of new vendors; monitors the Court's purchasing activity.

Performs miscellaneous duties to support purchasing activities (e.g.- confers with vendors, manufacturers and distributors regarding delivery, prices and/or quantity of purchases; communicates with departments regarding procurement needs; plans and develops special projects and reports; maintains inventory records and monitors funds availability; reviews market trends; interviews and meets with vendors; identifies new vendors; performs vendor site visits to determine ability to provide goods and services)

Assists with and/or prepares requests for bids, and requests for proposals. Prepares and reviews services specifications and evaluations for various purchases; edits product specifications; monitors vendors performances.

Procures equipment, furniture, and supplies through on-line processing Buyspeed and OnBase Systems.

Secures and reviews bids from vendors - both informal (telephone quote) or formal (written quote).

Receives and analyzes all incoming invoices by matching them against departmental order request and ensuring correct dollar amounts and quantity, then forwarding to department director for approval.

Receives and analyzes all incoming deliveries by matching them against departmental order request and ensuring correct items are received.

Researches unpaid invoices/statements in order to clear all outstanding accounts in a timely manner.

Submits purchasing requisitions through the County process for the procurement of services and materials where official bids are requested.

Serves as the Court liaison with the Office of Information Technology for IT Software and commodity purchases. Communicates procurement policies and procedures to staff to ensure purchasing compliance established by the state, County, and Cuyahoga County Court of Common Pleas, Juvenile Division.

Recommends purchasing policies and procedures to directors where needed in relation to the procurement of services and materials.

Serves as a liaison between the Court and ISC/Information Services regarding cell phones and pagers (including distribution and equipment return).

Updates database of Court’s pagers and cell phone numbers and assignments.

Processes equipment repair requests for Court staff as needed.

Maintains a database of furniture and equipment inventory, recommending disposal when necessary.

Ensures that all furniture and equipment purchased is properly identified and tagged.

Maintains a database of Court purchased commodity inventory.

Prepares and submits annual inventory to auditors.

Prepares department orders and purchase orders and copies in accordance with established guidelines.

Processes approved department and purchase orders and requests for reimbursement. Verifies accuracy and validity, including necessary department approvals and budgetary codes.

Receives, investigates, and responds to inquiries from vendors, staff, and auditors as needed.

Performs other duties as assigned.

Supervisory Responsibilities

Has no direct supervisory responsibility for staff members.

Equipment Operated

Standard office equipment and office technology such as copy machines, personal computers and telephones.

Confidential Data

All court-related information regarding hearings, etc. that the employee may come in contact with by working in the facility.

Working Conditions

Works in a general office setting with moderate noise levels. May be subject to interruptions, quick deliverables, and changing work deadlines.

Usual Physical Demands

While performing the duties of this job, the employee is required to sit, to speak clearly, and to hear. The employee must occasionally lift and/or move up to 20 pounds.

Knowledge, Qualifications, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

 

Ability to communicate effectively both orally and in writing; ability to use and interpret procurement terminology and language. Ability to add, subtract, multiply, divide, calculate decimals and percentages and apply the principles of descriptive statistics. Must be computer literate – proficient in MS Word, Excel, and ability to acquire knowledge and use of Access and Court’s MIS. Ability to comprehend a variety of informational documents including purchase requisitions, product specifications, requests for proposals, request for qualifications, invitation to bid, telephone quotation forms, bid tabulation forms, invoices, vendor performance evaluations, vendor listings, correspondence and other reports and records. Ability to comprehend a variety of reference books and manuals including contract manuals, vendor registers and the Ohio Revised Code.

Education and/or Experience

Bachelor's degree

AND

Three (3) years of experience as a purchasing agent, preferably in a government setting, or in finance, accounting, or other related fields.

Licensure or Certification Requirements

Must possess a valid Ohio driver’s license and maintain valid automobile insurance, with a clean driving record and ready access to a safe functioning automobile.

Court Expectations of Employee

In accomplishing the responsibilities of this position, the Court expects that the employee will adhere to the mission and values of the Court as well as all Court policies and procedures. In addition, while carrying out the duties of this position, the employee is expected to model high ethical conduct on and off the job, and exhibit a professional and respectful demeanor with all Court employees.

 

Court Mission Statement

To administer justice, rehabilitate juveniles, support and strengthen families, and promote public safety.

 

Application Procedure

Current Cuyahoga County Court of Common Pleas Juvenile Division Employees:

  • The deadline to apply is October 1, 2018.

  • Please visit https://juvenilecourt.applicantstack.com/x/openings-internal to complete and submit the Job Posting Response Form to the Human Resources Division.

  • The Job Posting Response form must be received in Human Resources by the job posting deadline for consideration as a candidate for the posted position.

    External Applicants:

  • This position will remain posted until filled.

  • Please visit https://juvenilecourt.applicantstack.com/x/openings to view this posting and to complete and submit the Application for Employment.

     

    EEO/ADA/SMOKE-DRUG FREE ENVIRONMENT

    Ohio Relay Service 1-800-750-0750

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