Purchasing Agent

Mishawakacity; Mishawaka (IN); On-site; USD 48,000 - 56,000; Full time

Job summary

City of Mishawaka is seeking a Purchasing Agent in the Controller's Office to coordinate procurement for city departments, parks, public works, and utilities. You will manage purchase orders, source suppliers, and ensure compliance with Indiana statutes and city policies.

The role requires strong negotiation, analytical, and communication skills, with 2–4 years of purchasing experience and a high school diploma (Bachelor’s preferred).

Qualifications

• Education: High school diploma or GED required; a Bachelor’s degree in Business Administration, Public Administration, Finance, Accounting, or related field is strongly preferred.
• Experience: Minimum of 2–4 years of professional purchasing, procurement, or contracting experience, preferably governmental/public sector.
• Skills: Excellent negotiation, analytical, and communication skills. Proficiency in modern office software, computerized financial databases, and electronic vendor registries.
• Knowledge: Familiarity with Indiana local government purchasing statutes and municipal accounting workflows is a significant plus.

Responsibilities

• Procurement Management: Coordinate and process purchase orders for city departments, parks, public works, and utility divisions.
• Vendor Relations: Source reliable suppliers, evaluate vendor performance, and maintain vendor records. Meet with vendor representatives by appointment.
• Bidding and Quotations: Assist in preparing formal bid specifications, requests for proposals (RFPs), and managing public notices in compliance with local legal requirements.
• Compliance & Policy: Interpret and enforce purchasing guidelines and state regulations for municipal spending.
• Invoice Reconciliation: Coordinate with staff within the Controller’s Office to resolve discrepancies and ensure smooth invoice processing.
• Performs related duties as assigned.

Skills

Negotiation

Analytical skills

Communication skills

Office software

Education

High school diploma or GED

Bachelor’s degree in Business Administration, Public Administration, Finance, Accounting, or related field

Tools

Municipal ERP software

Electronic purchasing portals

Spreadsheet databases

Job description

JOB TITLE – PURCHASING AGENT

DEPARTMENT: Controller
SALARY: $48,000 – $56,000 annual
HOURS: Monday – Friday, 8:30 AM to 4:45 PM

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. The City of Mishawaka provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless those accommodations would present an undue hardship.

Incumbent serves as Purchasing Agent for the Controller’s Office, acts as the central procurement specialist for the City of Mishawaka, overseeing the acquisition of high-quality goods, equipment, and professional services required by various municipal departments, including Mishawaka Utilities. This position ensures all purchasing activities comply with Indiana state statutes and city municipal policies while securing the best financial value for taxpayers.

DUTIES

• Procurement Management: Coordinate and process purchase orders for city departments, parks, public works, and utility divisions.
• Vendor Relations: Source reliable suppliers, evaluate vendor performance, and maintain vendor records. Meet with vendor representatives by appointment.
• Bidding and Quotations: Assist in preparing formal bid specifications, requests for proposals (RFPs), and managing public notices in compliance with local legal requirements.
• Compliance & Policy: Interpret and enforce purchasing guidelines and state regulations for municipal spending.
• Invoice Reconciliation: Coordinate with staff within the Controller’s Office to resolve discrepancies and ensure smooth invoice processing.
• Performs related duties as assigned.

QUALIFICATIONS AND SKILLS

• Education: High school diploma or GED required; a Bachelor’s degree in Business Administration, Public Administration, Finance, Accounting, or a related field is strongly preferred.
• Experience: Minimum of 2–4 years of professional purchasing, procurement, or contracting experience, preferably within a governmental, public sector, or corporate business environment.
• Skills: Excellent negotiation, analytical, and communication skills. Proficiency in modern office software, computerized financial databases, and electronic vendor registries.
• Knowledge: Familiarity with Indiana local government purchasing statutes and municipal accounting workflows is a significant plus.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

Work Environment

• Primary Setting: Modern indoor office setting located inside City Hall.
• Atmosphere: Standard, climate-controlled municipal office building with minimal exposure to adverse environmental elements.
• Collaboration: Frequent daily interactions with diverse city departments, utility personnel, external vendors, and the general public.

Physical Demands

• Body Mechanics: Frequent sitting or standing at a desk for extended periods, along with regular walking between city departments.
• Manual Dexterity: Regular manual dexterity needed to operate standard digital infrastructure and office technologies.
• Movement: Occasional bending, reaching, stooping, and stretching to access filing cabinets or store office materials.
• Lifting: Ability to occasionally lift and transport boxes of files, forms, or office supplies weighing up to 20 pounds.

Office Equipment & Technology Used

• Computing Hardware: Dual-monitor desktop workstation, high-speed scanner, and network printer.
• Core Software: Specialized municipal ERP financial accounting software, computerized electronic purchasing portals, and spreadsheet databases.
• Communication Tools: Multi-line enterprise office telephone system and web-conferencing technology for virtual vendor meetings.

Incumbent maintains frequent contact with co-workers, other City employees, other State, County, City departments, contractors, vendors, and the public for purposes of giving and receiving information and rendering service.

Incumbent reports directly to the Controller.