Purchasing Agent

Charlotte-Mecklenburg Schools; Charlotte (NC); On-site; USD 42,000 - 65,000; Full time

Job summary

Charlotte-Mecklenburg Schools is seeking a Purchasing Agent who will perform intermediate-level procurement tasks under general supervision, ensuring purchases meet price, quality, and delivery standards in compliance with state and federal regulations.

Responsibilities include reviewing requisitions, creating and submitting purchase orders, supporting the p-card program, evaluating vendors, and preparing RFIs, RFQs, and RFPs for district needs.

Qualifications

• Associate degree in public administration, business administration, or related field required.
• Three years of purchasing experience with increasing responsibility, including negotiating, contracting and procurement principal.
• Experience with vendor management, bid processes, and compliance with regulations.

Responsibilities

• Adhere to state, federal, and local laws, policies, and procedures.
• Review requisitions in ERP for accuracy and compliance; create and submit purchase orders.
• Assist in p-card program including training, reconciliation, and card distribution.
• Provide information to schools and departments regarding item availability and specifications.
• Assist in vendor selection based on value and evaluation of cost, quality, and availability.
• Prepare invitations for bid (IFBs), RFQs, and RFPs and evaluate vendor responses.

Skills

Purchasing

Negotiation

Vendor management

Budgeting

ERP/Oracle

Communication

Attention to detail

Problem solving

Education

Associate degree in public administration or business administration

Tools

Windows

Microsoft Office

Oracle

ERP system

Job description

General Definition of Work

The purchasing agent under general supervision, performs intermediate-level work with minimal decision-making discretion related to purchasing supplies, materials, services, and equipment at optimum price, quality, and timely delivery in accordance with federal, state, and local regulations. Employee performs district-level work to carry out Board of Education policies under the direction of the Director of Procurement.

Qualifications

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary/Status

NC 12 Salary Non-Certified Schedule/Full-time, 12 months

Reports To

Director of Procurement

Place of Work

The normal place of work is on the premises used by Charlotte-Mecklenburg Schools. Charlotte- Mecklenburg Schools reserves the right to require you to work at such other place(s) as it may reasonably require from time to time.

Essential Functions

• Adhere to all state, federal, and local laws, policies, and procedures
• Receive and review requisitions received in ERP system for completion, ensuring compliance with all federal, State of North Carolina, and CMBE regulations
• Create purchase orders, verify information is accurate, and electronically submit purchase orders to vendor
• Assist in supporting the p-card program including; training, reconciliation, card distribution, etc.
• Provide information and assistance to schools and department employees regarding regulations, costs, descriptions, and availability of items meeting their specifications
• Assist in resolving problems and issues associated with vendors from the initial purchase order phase to final payment of invoice ( e.g . investigation of complaints regarding shortages, receipt of incorrect or damaged materials, supplies and equipment; obtaining credits for shortages, etc.)
• Review specifications for item(s) requiring quotes/bidding
• Prepare invitations for bid (IFBs), requests for quotes (RFQs), and request for proposals (RFPs) for the district
• Review these documents with other agents or the Procurement Director prior to finalizing; perform comprehensive evaluation of vendors, cost, availability, quality of products, etc.; make necessary awards based on evaluation
• Assist in vendor management which includes assisting with vendor applications and verification
• Interview vendors for sources of supply, prices, product information, new products, standards, and follow-up; selecting vendors based on the best overall value to the district
• Performs related duties as assigned.

Knowledge, Skills, Abilities

• General knowledge of the fundamental procedures and practices of purchasing
• Basic knowledge of the State of NC Purchasing regulations
• General knowledge of generally accepted accounting principles and procedures as applied to accounting procedures, transactions, and audits
• Basic knowledge of formal and informal contract bidding processes
• Knowledge and application of computer software, including Windows and Microsoft Office, and Oracle and Artificial Intelligence software
• Ability to communicate exceptionally, both orally and in writing
• Ability to establish and maintain effective working relationships with vendors, schools, departments, and the public
• Ability to exercise tact, courtesy, and firmness in frequent contact with vendors and internal customers
• Ability to exercise judgment in resolving problems and overcoming difficult situations
• Ability to maintain detailed files concerning vendors and delivery schedules

Education And Experience

• Associate degree in public administration, business administration, or related field required
• Three years of experience in purchasing with increasing responsibility, including extensive experience acquired through application of negotiating, contracting and procurement principal required
• Equivalent combination of education and experience

Special Requirements

• Preferred: Accredited Purchasing Practitioner (A.P.P.), Certified Purchasing Manager (C.P.M.), or Certified Professional in Supply Management (CPSM) designations from the Institute of Supply Management; Certified Local Government Purchasing Officer (CLGPO) designation from the Carolinas Association of Governmental Purchasing; Certified Professional Public Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) designations from the Universal Public Procurement Certification Council
• Experience with Truist Enterprise P-Card Software preferred
• Possess and maintain a Valid Driver's License or ability to provide own transportation.
• Travel to school district buildings and professional meetings