PURCHASING AGENT/ACCOUNTING MGR

General Summary

Under the supervision of the Chief Financial Officer, coordinates sourcing and purchasing activities for County departments and County Courts in accordance with established County policies, approved budgets, and purchasing authorization requirements. Research suppliers, compares pricing, coordinates purchasing agreements, and maintains purchasing and vendor records. Works with departments to identify purchasing needs, monitors purchase orders and related expenditures, and resolves purchasing discrepancies. Coordinates with Finance Department staff and the Chief Accounts Payable Coordinator to support accurate financial records and timely invoice processing. Provides purchasing training and accounts payable backup support as assigned.

Essential Functions

1. Develops, implements, and monitors purchasing procedures and strategies, subject to approval by the Chief Financial Officer, to improve cost, quality, and delivery timelines in accordance with County policies.
2. Works with County departments and County Courts to identify purchasing needs, establish specifications, coordinate orders, and support special projects.
3. Researches and evaluates vendors; obtains and compares quotations, bids, or proposals as required by County policy; and documents purchasing recommendations.
4. Negotiates proposed pricing, delivery terms, and purchasing agreements within delegated authority. Routes agreements and commitments for required review and approval before execution.
5. Prepares and processes purchase orders. Verifies supporting documentation, account coding, budget availability, and required approvals before purchases are committed.
6. Monitors open purchase orders, order status, delivery schedules, and inventory levels as applicable. Coordinates with departments and vendors to resolve shortages, delays, returns, and other discrepancies.
7. Reviews purchasing invoices against approved purchase orders and documentation of receipt. Resolves pricing, quantity, or coding discrepancies with departments and vendors and forwards complete documentation for accounts payable processing.
8. Maintains purchasing records, vendor lists, quotations, purchasing agreements, and supporting documentation. Coordinates vendor setup and changes with the Chief Accounts Payable Coordinator, including obtaining required vendor documentation.
9. Monitors purchasing expenditures and commitments against approved budgets. Identifies potential shortfalls or variances and refers them to the Chief Financial Officer for review. Assists departments with estimating purchasing costs for budget planning.
10. Coordinates with Finance Department staff and the Chief Accounts Payable Coordinator to maintain accurate purchasing records, support reconciliation of purchasing transactions, and provide documentation for audits and financial reporting.
11. Provides backup support for accounts payable processing as assigned, including voucher review, data entry, and invoice processing, subject to established approval requirements and internal controls.
12. Responds to inquiries from vendors, sales representatives, County employees, and County Courts regarding purchasing procedures, purchase orders, pricing, invoices, and vouchers.
13. Provides training and guidance to County departments, subdivisions, and County Courts regarding purchasing procedures, documentation, approvals, and related financial system use.
14. Assists in implementing improvements to County financial and purchasing policies, procedures, and systems. Maintains purchasing procedure documentation and refers compliance concerns to the Chief Financial Officer.
15. Processes assigned financial transactions and prepares purchasing spreadsheets, expenditure analyses, and reports as directed by the Chief Financial Officer or designee. Performs related accounting and clerical support functions as assigned.

The above list may not be inclusive of the total scope of job functions to be performed. Duties and responsibility may be added, deleted or modified at any time.

Other Functions

 None listed.

Employment Qualifications

Education: Education: Bachelor’s degree in accounting, business, or a closely related field, or five years of directly related experience in lieu of the degree.

Experience: Five years of experience in purchasing, accounting, inventory management, or a combination of these areas. Qualifying experience used in lieu of the degree may also satisfy the experience requirement.

 

 

Qualifications

Employment Qualifications

Education: Education: Bachelor’s degree in accounting, business, or a closely related field, or five years of directly related experience in lieu of the degree.

Experience: Five years of experience in purchasing, accounting, inventory management, or a combination of these areas. Qualifying experience used in lieu of the degree may also satisfy the experience requirement.

Qualifications:

• Knowledge of purchasing practices, vendor evaluation, purchase order processing, and related accounting documentation.
• Strong negotiation, analytical, and problem-solving skills.
• Ability to use good judgment, maintain confidentiality, and make decisions within delegated authority and established County policies.
• Ability to communicate and work effectively with vendors, employees, department heads, elected officials, and County Courts, both orally and in writing, in a tactful and courteous manner.
•   Ability to use financial system software, spreadsheets, and other office applications; maintain accurate records; and organize multiple purchasing requests and deadlines.

Other Requirements:

The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection and promotional criteria. ·

FLSA Status: Exempt

Worker's Compensation Code: 8810

Occupational Employment Statistical Code: 21114

Physical Requirements: This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the following requirements and working conditions. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements:

• Ability to access departmental files.
• Ability to lift and/or move binders, files, and boxes of checks and computer printouts.
• Ability to enter and retrieve information from a computer.

Working Conditions:

• Works in office conditions