Purchasing Agent

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Purchasing Agent
The candidate is responsible for the procurement of materials, supplies, equipment, and services for the University that will meet the needs of University administrative and academic departments and comply with regulatory guidelines, accepted purchasing principles, and University policies. Prepares detailed bid specifications for commodities and services requested by University departments and reviews vendor responses to solicitations. Interpret and analyze needs, specifications, data and circumstances, as well as, clarify purchasing party’s requirements. Ensure appropriate pre-approvals are obtained (e.g., department head, center). Obtain quotes from vendors, as necessary. Review purchase requests, change order requests, contract requests, vendor agreements, modifications to existing terms and conditions/contracts for various factors including fiscal responsibility and urgency. Coordinate review of funding source(s) to ensure purchase is allowable and if adequate funds are available. Provide professional purchasing expertise, counsel and assistance to University faculty, staff and students. Prepare and administer contracts. Develop a strong understanding of the substance of contracts being processed and summarize business risks associated with the contracts. Attend statewide trainings and meetings (e.g., PAC meeting, CCIT meeting) as a representative of Mines Procurement Services. Attend other external trainings and meetings and incorporate knowledge from such trainings and meetings into the current Mines procurement process. Analyze campus spending and recommend areas that should be addressed to reduce cost, increase efficiencies and/or provide better equipment and services to campus. Issue and administer competitive solicitations. Formulate, solicit, analyze and award competitive solicitations, including but not limited to, Request for Proposals (RFPs), Invitation for Bids (IFBs), Notice of Proposed Sole Sources and Documented Quotes (Dqs). Provide guidance and detailed assistance drafting specifications and requirements for solicitation documents. Evaluate and compare vendor responses, determine the appropriate vendor to be awarded and resolve vendor protests, should any arise. Use and implement Banner products, other products used by the department, and participate in process reengineering, including providing training on the procurement process. Participate in and contribute to procurement process reengineering, including but not limited to, the implementation of BDMS and Workflow. Understand, utilize and provide assistance to campus on the contracts database, Contract and Research System (CRS). Develop and provide training to university faculty, staff and students, either in a formal training session or individually to help facilitate the understanding of Mines procurement process and implementing new Banner products. Training topics shall include State requirements, procurement rules, financial policies, electronic requisition processing, and changes to Banner products.

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