Purchasing Agent

City of Santa Paula

Under the general direction of the Finance Director, manages the daily operations of the purchasing and contracting functions for the City to ensure that the material and service requirements are met in a timely , efficient, effective , and ethical manner; provides technical support, information, and assistance to City departments in purchasing and development of standards and specifications for contracting activities; ensures quality and adherence to established policies and procedures ; performs more technical and complex tasks relative to assigned areas of responsibilities including performing purchasing activities that have significant impact on costs and operations.



The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth to address business needs and changing business practices .


  • Plans, organizes and manages the City's centralized purchasing operations.
  • Reviews, monitors, and approves City purchases; approves purchase requisitions, purchase orders and related documents for completeness, accuracy, and compliance with purchasing and budgetary policies and procedures.


  • Participates in the development of the assigned program budget; forecasts funds needed for equipment, materials, and supplies; monitors and approves expenditures , and recommends budget adjustments as necessary.
  • Administers formal and informal bidding and Request for Proposals (RFP) processes; assists departments with preparation and review of bid and RFP documents ; ensures development of a competitive bid and quote specifications ; assists the City Clerk in formal bid opening; ensures all Federal, State and local laws have been met; evaluates bids against specifications and recommends or awards contracts or purchases in accordance with City code, laws and established policy.
  • Maintain contact with existing vendors to maintain positive business relationships and meet with new vendors who want to introduce their product to the City; interviews vendor representatives to evaluate products and services and to obtain comparative information for use in developing bid proposals ; prepares bid proposals and secures, checks and analyses quotations; acts as liaison between vendors and City departments to gather data, develop specifications, resolve complaints, and secure adjustments.

Evaluates, recommends, and develops Citywide purchasing policies and procedures for the implementation of standards that represent best purchasing methods while conforming to City policies and procedures , and all Federal and State procurement statues.

  • Advises and assists City staff regarding all purchasing activity, including activities that have significant impact on costs and operations; prepares and presents reports evaluate requirements for goods and services in relation to bid specifications; ensures quality of materials and supplies meet City specificatio ns.
  • Oversees and administers the City's credit card program; educates new cardholders on proper use of credit card; monitors payments of invoices and types of purchases; audits cardholder statements and prepares  reports to the Finance Director regarding card use.
  • Trains City staff on purchasing rules and regulations through meetings with division managers and one-on-one meetings.
  • Conducts procedural research when new issues arise and need to be researched, evaluated, and implemented; recommends revisions to existing practices to maximize efficiency, effectiveness, customer satisfaction and statutory compliance.
  • Works with City staff to ensure that materials, service, and contractual requirements are met in a timely manner.
  • Monitors and reviews multiyear contract , termination dates, and extensions; advises departments if they need to go out for competitive process or obtain a new contract.
  • Ensures effective inventory control and issuance of equipment and supplies.
  • Maintains current files on vendors , sources of supplies, catalogs, price schedules , and service agreements.
  • Performs related duties as assigned.


MINIMUM  QUALIFICATIONS  - Any  combination of education and experience that would  likely provide the required knowledge and abilities is qualifying. A typical way to obtain the  knowledge and abilities would be:


Education: A Bachelor's degree from an accredit college or university with major course work in Business Administration, Business Management or a related field is required; and


Experience: Three years of responsible  experience in purchasing and contract management in the public and/or private sector that has led to the acquisition  of the required knowledge, skills and abilities. License;  Certificates;  Special  Requirements: A  valid  class  C  California  driver's license.



Knowledge of: Principles, practices, and standards of purchasing, contracting, and materials and supplies management; principles and practices of public agency competitive bidding procedures; practices and techniques of inventory control; applicable laws and regulations regarding governmental purchasing activities; methods and techniques of contract development, negotiations and administration; methods and techniques of customer service; record keeping practices and procedures related to the purchasing function; sources and types of equipment and supplies used by a municipality; principles and practices of municipal budget preparation and control; principles and procedures of record keeping; principles of business letter writing and basic report preparation; office procedures, methods, and equipment including applicable software applications such as word processing, spreadsheets, and databases.


Ability to: Administer and negotiate contracts , government bidding and purchasing procedures; maintain high ethical standards in conducting procurements; recommend and implement goals, objectives, policies and procedures for providing purchasing functions; understand the organization and operation of the City; supervise, integrate and review purchasing and inventory control functions ; principles and practices of a formal and informal bidding process; analyze complex information and problems, evaluate alternatives and make sound recommendations; exercise sound independent judgment within general policy guidelines; negotiate effective purchasing contracts based on quality, quantity and price; design and maintain record keeping systems; work under pressure with frequent interruptions and a high degree of public contact by phone or in person; participate in the preparation and administration of assigned budget; prepare clear, concise, and comprehensive reports; understand, interpret, explain and apply applicable federal, state, and local policies laws, and regulations; communicate clearly and concisely, both orally and in writing ; establish and maintain effective working relationships with those contacted in the course of work.


Physical and Environmental  Demands


Prolonged sitting, standing , walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities; grasping, repetitive hand movement, and fine coordination in preparing reports and other communications and entering data using a computer . Additionally, the position requires near vision in reading on the computer, and acute hearing is required when providing phone service and communicating in person. The need to lift, drag, and push files weighing up to 25 pounds also is required.