Purchasing Agent

Job Description:

Purchasing Agent

Description

City of Santa Rosa - Capital Projects Engineering Division is seeking a PURCHASING AGENT

The City of Santa Rosa is committed to building a workforce reflective of our community and establishing a lasting culture of equity and belonging within our organization. Our collective talents and expertise contribute to high-quality public services that support a vibrant, resilient, inclusive City for our community and visitors. We celebrate a diverse workforce and welcome all qualified candidates to apply.

THE BENEFITS OF CITY EMPLOYMENT: In addition to offering a challenging, rewarding work environment and excellent salary, the City of Santa Rosa provides a generous suite of benefits, including retirement through CalPERS, a competitive leave accrual package, your choice of health plans, a flexible spending program, employer contributions to a Retiree Health Savings plan, and top of the line employer paid vision and dental coverage. More information regarding benefits associated with this position can be found in the Unit 18 MOU and on our Miscellaneous Employee Benefits Page.

 ADDITIONAL BENEFITS INCLUDE:

• 13 paid holidays annually, plus 1 to 3 'floating holidays' per year, depending on start date and years of service
• Flexible schedule (9/80 or 5/8) with management approval
• 4% cost of living increase approved for July 2025 and July 2026
• $500 annually for wellness
• Unlimited free bus rides on CityBus and Sonoma County Transit
• The City is a Public Service Loan Forgiveness (PSLF) qualifying employer

The Position Under direction of the Chief Financial Officer, the Purchasing Agent plans and manages the complete range of activities associated with City-wide procurement; centralized storage of supplies, materials, and equipment; and mail and courier services; and also plans and implements complex and sensitive purchases and contracts.  The Ideal Candidate The ideal candidate will be a proactive, forward-thinking professional procurement manager with several years of experience in a complex public sector agency and:

• significant knowledge of principles, procedures, laws and regulations relating to public sector procurement and warehousing including requests for proposals and contract formulation and administration
• excellent communication, presentation, negotiation and interpersonal skills
• highly developed leadership and personnel management skills
• a related Bachelor’s degree
• certification by a national purchasing organization such as the Universal Public Purchasing Certification Council or the National Institute of Governmental Purchasers

Examples of Duties and Responsibilities

Essential duties: 

• Plan, organize, direct, and review the delivery of purchasing, central warehousing and mail/courier services to City departments; 
• develop, implement, and review the goals, objectives, policies, procedures, and priorities within the section;
• supervise, train,  evaluate and mentor subordinate staff;
• review and approve major purchase requisitions in conformity with established procedures;
• make or review major equipment purchases requiring formal bids; supervise perpetual inventory control and records system;
• prepare or review award recommendation staff reports for major purchases and make presentations to Council or Board of Public Utilities;
• review and publicly open bids;
• administer large, complex and sensitive service, supply and public works type contracts;
• establish and interpret policies and procedures related to purchasing, central stores services and mail/courier services;
• cooperate with other City officials to facilitate policy, procedural, and priority-related issues as they arise;
• direct the coordination of purchasing, central services and warehouse operations with City departments, divisions and sections, and with outside agencies;
• act as the City’s Disadvantaged Business Enterprise Liaison Officer

Additional Duties:

• analyze bids and make recommendations on major purchases;
• coordinate with other public agencies on cooperative purchasing programs;
• prepare periodic reports;
• meet with other City officials to develop specifications and provide assistance in the resolution of business problems;
• oversee the sale, auction, or disposition of surplus or obsolete items;
• maintain a procurement card program with appropriate controls, accounting and auditing procedures;
• make presentations to organizations and groups to explain and encourage participation in the City’s bidding process;
• and perform related duties as assigned.

Required Qualifications

Knowledge of:  Principles and practices of purchasing and procurement; fundamental product information relating to materials, supplies, and equipment used in local government, including various mail delivery services and handling practices; federal, state, and municipal purchasing laws and procedures; contract law and administration; storekeeping and warehousing methods and practices including inventory control procedures; principles and practices of organization, administration, budget, and personnel management; automated purchasing and warehousing information systems.

Ability to:  Assign, direct, review, and evaluate the work of subordinate staff; communicate effectively, both in writing and orally face to face and using a telephone; prepare clear and comprehensive reports on complex issues; analyze, evaluate, and modify purchasing methods and procedures; interpret and explain policies and procedures relating to City purchasing, central stores, and mail/courier services; make independent decisions based on knowledge of policy and facts; analyze financial, statistical, and market data; make oral public presentations; facilitate employee and public meetings; establish and maintain cooperative relationships with all levels of City employees, officials, and vendors; work under pressure to meet deadlines; use current office automation technology.

Experience and Education:  Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying.  A typical way to obtain the knowledge and abilities would be:  Experience -  Four years of increasingly responsible experience in a purchasing and warehousing operation, including supervisory experience.  Technical purchasing experience obtained within a complex public sector agency is highly desirable; Education - Equivalent to a bachelor's degree from an accredited college or university with major study in purchasing, business administration, public administration, or a related field.  

Licenses and Certificates: Individuals must be physically capable of operating a motor vehicle safely and possess a valid, Class C, California Driver License OR be able to demonstrate the ability to travel frequently on scheduled visits to various locations in the City. Certification by a national purchasing organization such as the Universal Public Purchasing Certification Council or the National Institute of Governmental Purchasers is highly desirable.

Additional Information

Selection Process:
The selection process will include a minimum qualifications assessment; and may also include an application and supplemental questionnaire review, followed by department selection interviews.  An eligibility list will be established as a result of this selection process and may be used to fill current and future vacancies.
   

Working Conditions

Generally, work is performed in an indoor office setting. When working in the office, incumbents typically work at a desk entering and retrieving data from a computer or terminal, sitting for extended periods of time with the ability to move about at will. A computer keyboard is used to enter and retrieve data and requires continuous or repetitive arm-hand movements. Incumbents read and comprehend written material and make inferences from the contents. Verbal communication is conducted face to face, on the telephone, and in group meetings or a classroom setting.

The City of Santa Rosa is proud to be an equal opportunity workplace. 

The City does not discriminate on the basis of disability in employment. Requests for reasonable accommodations needed to participate in the recruitment process may be made by submitting a Request for Reasonable Accommodation Form within five (5) business days of being noticed that an event requiring accommodation is occurring. 

Salary:

$8,763.83 - $11,253.42