employment opportunity
Vacancy No.: 17-23
Purchasing Agent Grade 37 -- $19.00/hr to $25.00/hr (median) Position Summary The Purchasing Agent is the central buying agent for the Harlingen Waterworks System (HWWS). The Purchasing Agent is to ensure the HWWS complies with all City Ordinances, State and Federal laws and HWWS policies pertaining to governmental procurement and contracting; assists Departments with the task of purchasing by centralizing the purchasing and contracting functions of the HWWS; effectively supervises the Purchasing support staff; and performs other duties as assigned. The objectives of the Purchasing Department are to facilitate the operations of HWWS departments in servicing the public; ensure fair and open competition among vendors; acquire goods and services that provide the best value to the HWWS; and establish and maintain good business relationships with all related parties. Duties/Tasks: Processes formal and informal requests for bids, requests for proposals, and requests for qualifications: reviews specifications prepared by HWWS departments; prepares bid advertisements and submits to local newspaper; coordinates posting to the HWWS website; schedules pre-bid meetings and bid openings; tabulates bid results; evaluates responses; and makes recommendations for award of bids; forwards bid responses to respective departments; prepares and submits resolutions and supporting documentation for formal award of contracts; obtains signatures on contract documents; prepares vendor notifications; prepares purchase orders and forwards for appropriate approvals; monitors status of vendor insurance coverage; maintains complete contract files; Prepares and monitors a calendar of all recurring bids and expiring contracts for the fiscal year. Purchases equipment, supplies and services based upon specifications provided by departments: issues and distributes purchase orders; maintains contact with vendors to ensure compliance with specifications, price, and delivery agreements; upon delivery of items ordered, notifies respective departments of receipt of items; and submits paperwork to facilitate timely vendor payment. Complies with State mandated record retention policies. Maintains an adequate inventory of parts and equipment in the HWWS warehouse to meet the daily needs of HWWS operations: maintains and updates computerized inventory system; monitors levels of in-house supplies, equipment and parts, and replenishes stock as needed; ensures the accurate accounting for materials received from vendors, issued to departments, and used to complete work orders; controls access to inventory items; reconciles inventory values to accounting records; plans, organizes and performs periodic and annual inventory counts; researches all variances; establishes procedures to reduce and/or eliminate shortages. Coordinates the disposition of surplus materials and equipment; maintains inventory of surplus equipment; coordinates transfer of items to auction site. Solicits on-line auctioneer services and coordinates process for items not suitable to be included in City’s annual auction. Researches and develops new sources and or potential sources of supplies, materials and services. Reviews purchasing transactions for compliance with HWWS policies and State statutes; prepares, updates, and distributes HWWS purchasing policies to ensure legal compliance; develops and implements policies, procedures and programs in support of the purchasing and warehousing functions. Manages daily operations of the Purchasing Department, including managing the department budget and personnel in an efficient and effective manner to include providing orientation, training, and development opportunities to staff. Establishes and maintains effective working relationships with all levels of HWWS employees, vendors, other governmental agencies and the public. Supports and follows established safety programs, procedures and techniques when performing job duties; Performs other duties as assigned. Essential Job Requirements: EDUCATION Bachelor’s degree in Business Administration or related field from an accredited institution plus a minimum of 3 years of progressively responsible experience in a government purchasing position or Associate’s Degree plus a minimum of 4 years of progressively responsible experience in a government purchasing position, or High School Diploma or GED (required) plus a minimum of 6 years of experience in a government purchasing position EXPERIENCE: Governmental Purchasing Experience in the State of Texas required Extensive knowledge and understanding of principles, practices, and methodologies of procurement; and, State and Federal laws pertaining to procurement in a governmental entity. Working knowledge of materials management procedures and practices; and computerized systems. General knowledge of generally acceptable accounting principles and business law Proficient in Microsoft Word, Excel, Outlook, PowerPoint and internet to prepare a variety of routine to moderately complex documents. REQUIRED SKILLS: Must possess valid Texas drivers’ license. Must possess extensive knowledge of principles, practices, and methodologies of procurement processes. Must possess working knowledge of accounting and materials management procedures and computerized systems. Must possess working knowledge of warehouse procedures, inventory control, record keeping and reporting. Possess good problem solving and analytical skills to satisfy material needs in a timely manner, resolve problems, recommend solutions. Ability to make decisions and recommendations based upon available criteria, applicable procurement laws and regulations, and Waterworks policies. Ability to compute, maintain, and prepare complex records correctly, ensuring confidentiality, to organize, prioritize, and meet deadlines. Ability to deal with various types of inquiries tactfully, courteously, and in a professional manner. Ability to establish and maintain effective working relationships with staff, department representatives, vendors, and general public. Ability to follow instructions and effectively communicate orally and in written form; perform tasks with little or no supervision. Ability to communicate proficiently in the English language (speaking, reading, writing); ability to communicate in Spanish, preferred. Job placement contingent upon passing post-job-offer placement physical, drug screen, and background check. APPLICATIONS WILL BE ACCEPTED IN PROPER FORM UNTIL POSITION IS FILLED. Posted: 8/28/17 Closing Date: Open Until Filled HWWS is an Equal Opportunity Employer
134 E. Van Buren ▪ P.O. Box 1950 ▪ Harlingen, TX 78551 ▪ Tel. (956) 430-6156 ▪ Fax (956) 430-6101
Purchasing Agent Grade 37 -- $19.00/hr to $25.00/hr (median) Position Summary The Purchasing Agent is the central buying agent for the Harlingen Waterworks System (HWWS). The Purchasing Agent is to ensure the HWWS complies with all City Ordinances, State and Federal laws and HWWS policies pertaining to governmental procurement and contracting; assists Departments with the task of purchasing by centralizing the purchasing and contracting functions of the HWWS; effectively supervises the Purchasing support staff; and performs other duties as assigned. The objectives of the Purchasing Department are to facilitate the operations of HWWS departments in servicing the public; ensure fair and open competition among vendors; acquire goods and services that provide the best value to the HWWS; and establish and maintain good business relationships with all related parties. Duties/Tasks: Processes formal and informal requests for bids, requests for proposals, and requests for qualifications: reviews specifications prepared by HWWS departments; prepares bid advertisements and submits to local newspaper; coordinates posting to the HWWS website; schedules pre-bid meetings and bid openings; tabulates bid results; evaluates responses; and makes recommendations for award of bids; forwards bid responses to respective departments; prepares and submits resolutions and supporting documentation for formal award of contracts; obtains signatures on contract documents; prepares vendor notifications; prepares purchase orders and forwards for appropriate approvals; monitors status of vendor insurance coverage; maintains complete contract files; Prepares and monitors a calendar of all recurring bids and expiring contracts for the fiscal year. Purchases equipment, supplies and services based upon specifications provided by departments: issues and distributes purchase orders; maintains contact with vendors to ensure compliance with specifications, price, and delivery agreements; upon delivery of items ordered, notifies respective departments of receipt of items; and submits paperwork to facilitate timely vendor payment. Complies with State mandated record retention policies. Maintains an adequate inventory of parts and equipment in the HWWS warehouse to meet the daily needs of HWWS operations: maintains and updates computerized inventory system; monitors levels of in-house supplies, equipment and parts, and replenishes stock as needed; ensures the accurate accounting for materials received from vendors, issued to departments, and used to complete work orders; controls access to inventory items; reconciles inventory values to accounting records; plans, organizes and performs periodic and annual inventory counts; researches all variances; establishes procedures to reduce and/or eliminate shortages. Coordinates the disposition of surplus materials and equipment; maintains inventory of surplus equipment; coordinates transfer of items to auction site. Solicits on-line auctioneer services and coordinates process for items not suitable to be included in City’s annual auction. Researches and develops new sources and or potential sources of supplies, materials and services. Reviews purchasing transactions for compliance with HWWS policies and State statutes; prepares, updates, and distributes HWWS purchasing policies to ensure legal compliance; develops and implements policies, procedures and programs in support of the purchasing and warehousing functions. Manages daily operations of the Purchasing Department, including managing the department budget and personnel in an efficient and effective manner to include providing orientation, training, and development opportunities to staff. Establishes and maintains effective working relationships with all levels of HWWS employees, vendors, other governmental agencies and the public. Supports and follows established safety programs, procedures and techniques when performing job duties; Performs other duties as assigned. Essential Job Requirements: EDUCATION Bachelor’s degree in Business Administration or related field from an accredited institution plus a minimum of 3 years of progressively responsible experience in a government purchasing position or Associate’s Degree plus a minimum of 4 years of progressively responsible experience in a government purchasing position, or High School Diploma or GED (required) plus a minimum of 6 years of experience in a government purchasing position EXPERIENCE: Governmental Purchasing Experience in the State of Texas required Extensive knowledge and understanding of principles, practices, and methodologies of procurement; and, State and Federal laws pertaining to procurement in a governmental entity. Working knowledge of materials management procedures and practices; and computerized systems. General knowledge of generally acceptable accounting principles and business law Proficient in Microsoft Word, Excel, Outlook, PowerPoint and internet to prepare a variety of routine to moderately complex documents. REQUIRED SKILLS: Must possess valid Texas drivers’ license. Must possess extensive knowledge of principles, practices, and methodologies of procurement processes. Must possess working knowledge of accounting and materials management procedures and computerized systems. Must possess working knowledge of warehouse procedures, inventory control, record keeping and reporting. Possess good problem solving and analytical skills to satisfy material needs in a timely manner, resolve problems, recommend solutions. Ability to make decisions and recommendations based upon available criteria, applicable procurement laws and regulations, and Waterworks policies. Ability to compute, maintain, and prepare complex records correctly, ensuring confidentiality, to organize, prioritize, and meet deadlines. Ability to deal with various types of inquiries tactfully, courteously, and in a professional manner. Ability to establish and maintain effective working relationships with staff, department representatives, vendors, and general public. Ability to follow instructions and effectively communicate orally and in written form; perform tasks with little or no supervision. Ability to communicate proficiently in the English language (speaking, reading, writing); ability to communicate in Spanish, preferred. Job placement contingent upon passing post-job-offer placement physical, drug screen, and background check. APPLICATIONS WILL BE ACCEPTED IN PROPER FORM UNTIL POSITION IS FILLED. Posted: 8/28/17 Closing Date: Open Until Filled HWWS is an Equal Opportunity Employer
134 E. Van Buren ▪ P.O. Box 1950 ▪ Harlingen, TX 78551 ▪ Tel. (956) 430-6156 ▪ Fax (956) 430-6101
