Purchasing Agent II

City-of-Mableton; Mableton (GA); On-site; USD 65,000 - 90,000; Full time

Job summary

City-of-Mableton is seeking a Purchasing Agent II to manage government procurement, contract administration, and supplier relations in support of the city's centralized purchasing function. You will review requisitions, assist with solicitations, and ensure compliance with local, state, and federal requirements.

This role requires coordination with Finance, Legal, vendors, and city departments, providing guidance on bids, COIs, and procurement records while maintaining ethics and transparency in

Qualifications

• Requires a High School Diploma and three years in government purchasing or procurement.
• Preferred Bachelor’s degree in Finance, Business Administration, Public Administration, or related field.
• Knowledge of public procurement concepts, competition, and contract administration.

Responsibilities

• Coordinate and administer procurement for goods, services, construction, and professional services.
• Assist with formal and informal solicitations (RFQs, ITBs/IFBs, RFPs) and vendor communications.
• Review requisitions and purchase orders for accuracy and budget alignment.
• Administer contracts, renewals, amendments, and closeouts, and track milestone dates.
• Maintain procurement records in systems such as Bonfire and Laserfiche; ensure COIs, W-9s, and insurance docs are up to date.
• Support P-Card program, account coding, encumbrances, and invoice investigations.
• Provide training and guidance on purchasing procedures and vendor compliance to city departments.

Skills

Procurement process

Contract administration

Vendor management

Compliance knowledge

Microsoft Office

Electronic procurement systems

Analytical skills

Communication

Education

High School Diploma

Bachelor’s degree in Finance/Business/Public Administration or related

Tools

Bonfire

Laserfiche

ERP financial systems

Microsoft Office

Job description

Position Summary:The Purchasing Agent II performs professional level procurement and contract administration duties in support of the City’s centralized purchasing function. This position coordinates and administers the procurement of goods, services, construction, professional services, and other operational requirements in accordance with City policies, applicable local, state, and federal procurement requirements, and established ethical purchasing standards.The Purchasing Agent II independently manages routine to moderately complex purchasing activities and may assist with more complex procurements, solicitations, contracts, and special projects as required. Responsibilities include reviewing purchase requisitions and purchase orders, assisting with competitive solicitations, administering contracts, supporting the City’s Purchasing Card (P-Card) and travel expense programs, maintaining vendor compliance documentation, managing procurement records and contract management systems, and providing technical guidance to City departments.The position serves as a key internal resource for City departments and works closely with Finance, Legal, department representatives, vendors, contractors, and other stakeholders to promote compliant, efficient, transparent, and fiscally responsible procurement practices.Essential Duties and Responsibilities:Procurement and PurchasingCoordinates and administers procurement activities for goods, services, construction, equipment, technology, and professional services.Assists with formal and informal solicitations, including RFQs, ITBs/IFBs, RFPs, and other competitive procurement methods.Reviews purchase requisitions and purchase orders for accuracy, supporting documentation, budget alignment, account coding, and compliance with City policies.Assists departments with scopes of work, specifications, pricing schedules, solicitation requirements, and procurement documentation.Supports bid and proposal evaluations, vendor communications, contract awards, renewals, amendments, and contract closeout activities.Administers and maintains procurement and contract records using systems such as Bonfire and Laserfiche.Tracks contract expiration dates, renewals, insurance requirements, deliverables, and other contract milestones.Manages and monitors vendor compliance documentation, including Certificates of Insurance (COIs), E-Verify affidavits, W-9s, and other required records.Assists with administration of the City’s P-Card Program, including transaction review, cardholder documentation, compliance monitoring, and cardholder support.Assists with internal procurement and financial accounts, including account coding, purchase orders, encumbrances, invoices, and transaction research.Coordinates with Finance, Accounts Payable, Budget, and departments to resolve purchasing, payment, account, and vendor discrepancies.Responds to vendor inquiries regarding procurement opportunities, registration, purchase orders, contracts, and procurement requirements.Provides training and technical guidance to City departments regarding purchasing procedures, solicitations, vendor compliance, and contract administration.Assists in maintaining and updating the City’s Procurement Policies and Procedures Manual, forms, templates, and standard operating procedures.Identifies and recommends procurement process improvements and stronger internal controls.Maintains effective relationships with vendors, contractors, and City staff while promoting ethical, competitive, and transparent purchasing practices.Participates in internal and external audits and assists with public/open records requests involving procurement activities.Maintains procurement records in accordance with applicable records retention requirements.Attends off-site courses, training, conferences, seminars, and professional development activities as required.Performs other related duties as assigned.Education and ExperienceA combination of education and experience that has provided the required knowledge and abilities may be qualifying.A High School Diploma and three years of Government experience.Three (3) years of progressively responsible experience in governmental and corporate purchasing, procurement, or contract administration.Preferred QualificationsBachelor’s degree in Finance, Business Administration, Public Administration, or a related field.Previous experience in governmental purchasing, competitive solicitations, contract administration and vendor compliance.Knowledge in public budgeting, contract law, or statistics are highly regarded.Experience with Bonfire, Laserfiche, ERP financial systems, or similar systems.Public procurement certification such as GCPA, GCPM, CPPB or equivalent, is preferred.Knowledge, Skills, and AbilitiesKnowledge of governmental purchasing, competitive procurement, contract administration, and internal controls.Ability to interpret and apply procurement policies, procedures, and applicable requirements.Ability to review procurement and financial documentation for accuracy and compliance.Strong organizational, analytical, communication, and customer service skills.Ability to manage multiple purchasing and contract activities while meeting established deadlines.Ability to communicate effectively with City staff, vendors, contractors, and the public.Proficiency with Microsoft Office and electronic procurement, contract management, financial, and document management systems.Ability to maintain confidentiality, exercise sound judgment, and promote ethical and transparent procurement practices.Working Conditions:Physical: Primary functions require sufficient physical ability and mobility to work in an office setting and operate office equipment. Continuous sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. Frequent side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. Occasional squatting, kneeling, and reaching above and at shoulder height; moderate grasping to manipulate reference books and manuals; lifting objects weighing 20-35 lbs. from below waist to above shoulders and transporting distances up to 50 feet.Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.Hearing: Hear in the normal audio range with or without correction.