Purchasing Bid Agent

Posting number: 202400321

Department: Finance

Job classification: Purchasing Agent

Posting type: Open

Categories: Purchasing, Grants Administration

Summary

POSITION SUMMARY  
The Town of Holly Springs is searching for a Purchasing Bid Agent to serve in the Finance Department. This position administers the Town's formal and informal procurement processes to support the acquisition of goods, services, and construction. Ensures compliance with applicable procurement requirements, provides guidance to departments, and supports Procurement Division operations.

SUPERVISORY RELATIONSHIPS
Reports to the Purchasing Manager. Works independently with general guidance from the Purchasing Manager to ensure coordination of objectives and priorities of the department. Incumbent has no supervisory responsibilities. 

SALARY & BENEFITS
The annual starting salary is $59,289.31 (Grade H). The position follows a regular business-hours schedule, with occasional evening and weekend work required. Following successful completion of the six-month probationary period, employees may be eligible for up to two remote workdays per week, based on performance.  Annual paid time off includes 12 holidays, two floating holidays, one wellness day, 12 sick days, and 10+ vacation days (accrual rate based on total LGERS service).  The Town provides up to six weeks of paid parental leave and three weeks of paid eldercare and caregiver leave.  The Town pays 100% of the employee’s health and dental premiums; dependent coverage is available at additional cost.  The Town also contributes 5% to your 401(k) and provides employer-paid life insurance equal to two times annual salary.  Other benefits include optional vision coverage, credit union membership, FSA/HSA options, supplemental insurance and disability plans, longevity pay, online learning programs, up to $1,500 in tuition assistance for preapproved educational expenses, and free Hunt Fitness Center membership. To learn more, visit our Employee Benefits page .

Examples of duties

ESSENTIAL FUNCTIONS
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.
1.Ensures procurements administered through the Purchasing Division comply with Town purchasing policies and procedures, North Carolina procurement statutes, and applicable federal and state grant requirements.
2.Coordinates and administers the Town's formal and informal procurement processes in compliance with Town purchasing policies and applicable procurement regulations in Federal Code or North Carolina General Statutes.
3.Conducts public bid openings; receives, reviews, and evaluates solicitation responses for compliance with applicable requirements; facilitates evaluation processes and award recommendations.
4.Prepares, issues, and administers the full competitive procurement process, including informal quotations, Invitations to Bid (ITBs), Requests for Bids (RFBs), Requests for Proposals (RFPs), Requests for Qualifications (RFQs), Requests for Information (RFIs), addenda, meeting documentation, public bid openings, evaluation and analysis of responses and costs, award recommendations, and coordination of multi-departmental procurements.
5.Provides procurement support for contract development and execution activities, including verifying procurement compliance, advising departments on procurement methods and available contracting vehicles, providing procurement-related information for legal review, assisting with procurement documentation needed for contract development and review.
6.Works collaboratively with departments to develop procurement strategies, specifications, scopes of work, solicitation schedules, and evaluation criteria for the acquisition of goods, services, and construction.
7.Coordinates multi-departmental and complex procurements to ensure consistency, efficiency, and compliance throughout the procurement process.
8.Reviews requisitions to verify completeness, accuracy, and adherence with procurement policies and procedures prior to purchase order issuance.
9.Serves as backup to the Purchasing Agent position, including performing assigned purchasing and procurement functions during periods of absence or increased workload. Backup duties may include administration of centralized procurement accounts, management of vehicle title records,  assistance with the disposition of surplus property, and other duties as assigned.
10.Conducts market research and analyzes procurement trends, vendor capabilities, pricing structures, and market conditions to support effective purchasing strategies and procurement decisions.
11.Provides guidance and technical assistance to departments regarding procurement methods and procedures, statutory requirements, and public solicitation processes.
12.Purchases high-volume supplies, equipment, materials, and services; determines the most appropriate method of procurement; coordinates the procurement process. 
13.Ensures compliance with purchasing policies and procedures.

14.Assists in the development, implementation, training, and revision of purchasing policies, procedures, standard operating procedures, and procurement-related forms and documents.
15.Maintains procurement records and documentation in accordance with division procedures based on record retention requirements and audit standards.
16.Performs other duties as assigned.

KNOWLEDGE SKILLS AND ABILITIES
•Thorough knowledge of public procurement principles, practices, competitive solicitation methods, contract development and administration, inventory control, and purchasing best practices. 
•Knowledge of applicable North Carolina General Statutes, federal procurement regulations, grant requirements, local purchasing policies, record retention requirements, audit standards, and ethical standards governing public procurement. 
•Knowledge of procurement methods, including informal quotations, formal bidding, Requests for Proposals (RFPs), Requests for Qualifications (RFQs), cooperative purchasing, and other authorized procurement vehicles. 
•Knowledge of accounting, budgeting, auditing principles (GAAP and GASB), fiscal management, project management, and government accounting systems. 
•Knowledge of Town and departmental operations, policies, procedures, and applicable federal, state, and local laws and regulations. 
•Knowledge of current office practices, computer software, ERP systems, e-procurement platforms, electronic bidding systems, Microsoft Office applications, and the ability to learn new technologies. 
•Knowledge of market research techniques, vendor sourcing methods, pricing analysis and procurement best practices.
•Skill in planning, organizing, prioritizing, and managing multiple procurement and operational projects while meeting deadlines and adapting to changing priorities. 
•Skill in analyzing procurement requests, vendor responses, pricing, market conditions, technical, legal, and financial information to develop sound recommendations and procurement strategies. 
•Skill in interpreting and applying statutes, regulations, policies, procedures, and contractual requirements. 
•Skill in preparing clear, accurate, and comprehensive solicitations, contracts, reports, correspondence, budgets, records, and other procurement-related documents. 
•Skill in facilitating meetings, evaluation committees, and cross-functional teams while maintaining effective communication with individuals possessing varying levels of technical and procurement knowledge. 
•Ability to research, analyze, and evaluate complex information; identify risks; develop practical solutions; and make sound, independent decisions consistent with organizational goals and regulatory requirements. 
•Ability to develop, interpret, implement, and monitor policies, procedures, procurement initiatives, and operating budgets, including line-item budgeting.
•Ability to establish, maintain, and organize accurate records, reports, and documentation in compliance with legal, audit, and operational requirements. 
•Ability to perform detailed work accurately with minimal supervision while exercising sound judgment, discretion, professionalism, confidentiality, and impartiality. 
•Ability to communicate clearly, concisely, and effectively, both orally and in writing, including communicating sensitive or technical information with diplomacy and tact. 
•Ability to establish and maintain effective working relationships with employees, departments, vendors, contractors, consultants, elected officials, regulatory agencies, and the public. 
•Ability to perform mathematical calculations, maintain self-control under pressure, adapt to changing priorities, and respond effectively to operational needs and after-hours situations as required. 
•Ability to work assigned hours and respond outside normal business hours when necessary. 

PHYSICAL AND WORK ENVIRONMENT
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law.  Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.  

•This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
•Work has standard vision requirements.
•Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
•Hearing is required to perceive information at normal spoken word levels.
•Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
•Work has no exposure to adverse environmental conditions.
•Work is generally in a shared/open office setting. 

Qualifications

MINIMUM REQUIRED QUALIFICATIONS
•High school diploma or equivalent and four (4) years of public procurement experience, including experience with North Carolina procurement laws and regulations; or Associate's degree and two (2) years of public procurement experience, including experience with North Carolina procurement laws and regulations.
•Experience coordinating and administering formal and informal procurement processes. 

PREFERRED QUALIFICATIONS
•Professional procurement certification such as Certified Local Government Purchasing Official (CLGPO), or equivalent.
•Bachelor’s degree from an accredited college or university  in Business Administration, Supply Chain Management, Procurement, or a related field. 

OTHER REQUIREMENTS
•Must pass employment reference checks, background and criminal history checks and drug test.