Purchasing Agent

Esd113; Charlotte (NC); On-site; USD 52,000 - 72,000; Full time

Job summary

Charlotte-Mecklenburg Schools is seeking a purchasing agent to operate under general supervision, handling procurement of supplies, materials, services, and equipment to ensure optimal price, quality, and timely delivery while complying with laws and board policies.

The role requires an Associate degree and at least three years of purchasing experience, with strong negotiation, vendor management, and ERP proficiency.

Qualifications

• Associate degree in public administration, business administration, or related field.
• Three years of experience in purchasing with increasing responsibility.
• Equivalent combination of education and experience.

Responsibilities

• 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.

Skills

Purchasing procedures

Negotiation

Vendor management

Oracle

Microsoft Office

Communication

Education

Associate degree in public administration, business administration, or related field

Tools

Truist Enterprise P-Card Software

Oracle

Artificial Intelligence software

Job description

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.

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

Teacher Scale N

Minimum Educational Requirements Associate Degree

Term 12 Month

Additional Job Information

Physical Requirements/Working Conditions

• Work requires the occasional exertion of up to twenty pounds of force.
• Work regularly requires the exchange of accurate and detailed information through oral and written communication.
• Constantly operates a computer and other office business equipment.
• Ability to remain in stationary position for required meetings/work.
• Ability to move to other work locations.
• Visual acuity requires preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.
• Hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications.
• Work requires preparing and analyzing written or computer data, operating standard office equipment, and use of advanced technology.
• Work occasionally requires exposure to outdoor weather conditions.
• Work is generally in a moderately noisy location (e.g., business office, light traffic)
• Requires the ability to deal with people beyond giving and receiving instructions.
• Must be adaptable to performing under mild to high levels of stress.

In compliance with Federal Law, Charlotte - Mecklenburg Schools administers all education programs, employment activities and admissions without discrimination against any person on the basis of gender, race, color, religion, national origin, age or disability.