Job Description

The City of Worcester is seeking qualified applicants for an Assistant Purchasing Agent – Operations for the Purchasing Division in the Department of Administration and Finance. Under the direction of the Purchasing Agent, the position is responsible for assisting in the direction, coordination, development, and engagement of the procurement of materials, supplies, contracts, services, equipment at the lowest cost considering quality. The employee will process and handle Bid Invitations, Requests for Proposals (RFP), Requests for Quotations (RFQ), service contract negotiations, approval and processing of accepted quotes and bids for materials or services. The Assistant Purchasing Agent will apply effective procurement methods consistent with legal and ethical requirements and serve as an expert purchasing resource to all departments including financial / procurement systems to guarantee quality business standards on behalf of the City.  

Bilingual applicants are encouraged to apply.   

ESSENTIAL ELEMENTS:  

• Responsible for assisting in the direction, and administration of Purchasing Division programs and functions 
• Assist in the procurement of materials, supplies, equipment, and services at the lowest possible cost 
• Open and review sealed bids requested and assist in responding to bid protests
• Maintain fairness, integrity and promote impartial and equal treatment to all who wish to conduct business  
• Oversee the operation of the Division including specific bids and contracts (maintenance agreements)  
• Assist in the procurement functions and purchases of supplies and services 
• Assist in the contractual services required by various City Departments and the preparation of bid documents 
• Review and approve department requisitions and recommend various sources for goods and services 
• Maintain contracts with sources of supply 
• Negotiate contracts and supervise preparation of purchase orders 
• Follow up on purchases and check for compliance with agreements and contracts 
• Perform administrative and supervisory duties of the purchasing organization 
• Review and supervise distribution and bidding of all City Departments 
• Attend and participate in staff, department or other meetings, conferences, committees, or task forces 
• Maintain contacts to keep abreast of developments in field or areas of interest or expertise 
• Follow and adhere to department or city government rules, regulations, policies or procedures 
• Make recommendations for improvements in procedures or methods to increase effectiveness and reduce cost 
• Direct, assist, instruct, and train department staff on developments, methods, procedures, standards of work performance, government or City rules and regulations, policies, or other matters affecting their work 
• Maintain discipline, morale, and harmonious personnel relations 
• Oversee office functions in the absence of, and at the request of, the Purchasing Agent 
• Handle complaints and grievances within limits of established policy 
• Responsible for implementation and oversight of the City’s Contract Compliance Programs 
• Monitor prevailing wage compliance on one-time public construction projects, including the ability to visit construction sites to investigate wage complaints as needed.  
• Monitor usage of minority, women & veteran owned business on public construction projects and City contract awards. 
• Monitor usage of minority, women workers on public construction projects 
• Attend pre-bid and other meetings as requested (including meetings outside of working hours to promote procurement with the city)  

SECONDARY ELEMENTS: 

• Assume delegated responsibilities of Purchasing Agent in their absence or unavailability  
• Research archive records in a storage environment 
• Organize and administer procurement trainings for City employees  
• Other duties and special projects as assigned, including urgent and emergency procurement activity 

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: 

• Knowledge of purchasing principles and practices 
• Knowledge of bookkeeping and accounting principles and practices 
• Knowledge of negotiation of procurement contracts including the development and use of bids, the investigation of sources of supply and the collection of price information. 
• Knowledge of modern purchasing techniques such as collective or cooperative purchasing, computerized systems, total cost biddings, cost-benefit analysis, cost reduction programs. 
• Ability to read and interpret state laws, local ordinances and agency policies and contracts as they pertain to the purchasing process. 
• Ability to perform mathematical computations used in the purchasing process. 
• Computer proficiency including Microsoft Office Suite (Word, Excel, Outlook) 
• Knowledge of procurement software and/or purchasing systems and protocols  
• Strong written and verbal communication, and interpersonal skills 
• Ability to bend and reach, and lift up to 30lbs 
• Ability to visit construction sites and communicate with workers 
• Strong attention to detail and organizational skills 

MINIMUM REQUIREMENTS: 

• Bachelor’s Degree in business or public administration, finance, accounting, or related field  
• Two (2) years of purchasing/procurement experience 
• An equivalent combination of education, training and four (4) years’ experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job will be considered in lieu of the above-mentioned requirements. 
• Ability to obtain the MA Certified Public Purchasing Officer (MCPPO) Certification 
• Excellent Communication Skills  

PREFERRED QUALIFICATIONS: 

• Five (5) years of purchasing/procurement  
• Experience in public or government purchasing/procurement 
• MCPPO Certification  

SALARY RANGE: $81,962 – $107,738 annually, full-time, exempt with an excellent benefits package. 

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 80,000 - 100,000.

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