ASSISTANT PURCHASING AGENT 1

Definition:

Under the direct supervision of the Deputy Executive Director/Director of Procurement, Contracts and Risk Management, and indirect supervision of the Assistant Purchasing Agent, has supervisory responsibility of Maintenance and Repair Operations (MRO) inventory, assist with the Purchasing Department objectives; and manages Risk Coordinator tasks in accordance with prescribed laws, rules, regulations and JCHA procurement policies and procedures; and does related duties, as needed.

General Responsibilities and Roles:

The role of the Assistant Purchasing Agent 1 is a multi-faceted support role that is essential to the overall successful operation of the Purchasing Division.  The position requires a highly motivated, high energy, well organized, self-starter with excellent communication and computer skills, who enjoys extensive variety in their work and in the support role that must be assumed.

The Assistant Purchasing Agent 1 primary duties will include but are not limited to supervising and management of MRO inventory, support and assist in procurement related actions, as well as risk related matters ensuring compliance with applicable procurement laws, rules and regulations, and manage various risk related activities as directed.

Essential Responsibilities:

1.                   Responsible for management of agency-wide MRO inventory and equipment, including supervising support staff, work scheduling, and inspections related to the management of MRO inventory and equipment.

2.                   Responsible for quality control, oversight and evaluation of JCHA properties MRO inventory and equipment across JCHA properties by performing annual inventory, cycle counting, product verification, disposition of public property, purchasing system training and support.

3.                   Responsible for vendor management services including scheduling, developing and updating MRO specifications, oversight and management of various repair and equipment contracts, and maintenance services.

4.                   Assist with the preparation, scheduling and monitoring of all aspects of Purchasing processes including public bidding, Request for Proposals and purchase orders in accordance with prescribed rules and regulations.

5.                   Reviews and ensures compliance with JCHA Procurement Policy, and applicable NJ Local Public Contracts Law, HUD and Federal Procurement rules and regulations including the use of NJ State Contracts and Cooperatives.

Essential Responsibilities:  (Cont’d)

6.                   Utilizes Enterprise Resource Planning systems i.e. Yardi Procurement module to effectuate and process request as well as provide training, system updates i.e. catalog, inventory module, vendor cards etc.

7.                   Preparation and management of necessary claim documents for auto, personal injury and property incidents and related matters, tracks outcomes of each matter and prepare monthly progress reports.

8.                   Review certificates of insurance from contractors, vendors and professionals when requested by the Authority.

9.                   Collaborates with the Risk Manager regarding creation, implementation and maintenance of risk management policies, procedures and contingency plans.

10.               Conducts periodic inspection of JCHA properties to ensure compliance with relevant safety regulations and policies, assist with the management of insurance programs i.e. JIF and coordinate renewals for various insurance e.g. auto, boiler, property etc.

11.               Communicates with representatives of various departments re: procurement needs and requirements by phone or correspondence.

12.               Communicates with vendors by telephone or correspondence.

13.               Interviews salespersons/vendors to determine product line and usefulness to JCHA operations.

14.               Provides advice, assistance and direction to subordinates, when difficult and unusual problems arise.

15.               Reviews the work of subordinates to ensure accuracy and conformance with rules, regulations and procedures.

16.               Attends procurement-related meetings, as required.

17.               Assumes the responsibilities of the Purchasing Division, in the absence of the Purchasing Agent and Assistant Purchasing Agent.

Secondary Responsibilities:

¨               Provides and/or directs other supportive services and task as assigned by the Purchasing Agent utilizing the assigned MRO staff i.e. furniture assembly, equipment relocation, shredding etc.

¨               Assists in formulating standardized procurement methods and procedures, including the design and recommendation of forms used in the purchasing process.

¨               Supervises the preparation of purchase orders and handles correspondence in the absence of the Purchasing Agent or Assistant Purchasing Agent.

¨               Prepares and supervises the preparation of reports and is responsible for the establishment and maintenance of essential records and files.

¨               Directs, supervises, schedules, monitors and disciplines staff members in a professional, consistent and equitable manner.  Effectively communicates and enforces performance and conduct standards expected and routinely evaluates each employee’s contribution to meeting the JCHA’s standards and goals through individual or staff meetings.

¨               Ensures that sensitive information, verbal exchanges, legal actions, privacy issues or official third party inquiries are maintained, discussed and/or retained in a strictly professional and confidential manner.

Position Requirements and Qualifications:

A.        Education/Experience/License:

1.                   Minimum Requirement: High school diploma, GED, or equivalent.

2.                   Preferred Qualification: Some college coursework, an Associate degree, or ongoing pursuit of a higher degree in Business or Public Administration, or closely related discipline.  (Note: Applicants who do not meet this requirement may substitute related work experience on a year for year basis).

3.                   Five (5) years of experience in inventory management, purchasing and risk-related services, three (3) years of which shall have been in a supervisory capacity.

4.                   Possession of a valid New Jersey State Driver’s License and access to an automobile for work use is required.

B.          Unique Experience:

·                 Knowledge of basic source materials relating to qualities and standards established for varied types of equipment, materials, supplies, machines and commodities, and their application to specific procurement problems.

·                 Knowledge of shipping and transportation details and problems.

·                 Ability to quickly assess and take control of a situation and determine the appropriate course of action.

·                 Ability to review, translate, communicate, implement and comply with complex federal, state and local procurement rules and regulations, as well as, departmental policies and procedures.

·                 Ability to problem solve, prioritize, and work in a results oriented division under pressure of timetable and deadlines and subject to governmental rules and regulations.

·                 Ability to communicate clearly/effectively and in a courteous and professional manner with JCHA staff, the public and a variety of third parties.

·                 Ability to create and maintain a harmonious relationship with associates, superior officers, vendors, salespersons and other individuals interested in the JCHA’s procurement services.

·                 Ability to execute respective responsibilities in a manner reflecting the highest standards of professional and organizational integrity and public service.