Purchasing Agent

HOUSING AUTHORITY OF THE CITY OF CAMDEN JOB DESCRIPTION POSITION TITLE

: Purchasing Agent

DEPARTMENT

Finance

REPORTS TO

Chief Financial Officer Employment Status:

Regular Full-time / 40 hours per week

Union Status:

None FLSA Status:

Exempt Summary:

Under the direction of the Chief Financial Officer, plans, organizes, and oversees all procurement functions for the Housing Authority of the City of Camden that ensure compliance with all federal and state regulatory requirements. Duties and Responsibilities include the following, but are not limited to, the job specifications contained herein. Additional responsibilities may be assigned as required by supervisory personnel. Review and approve requisitions for equipment, materials, supplies, and services. Reviews bid offers and negotiates within budgetary limitations and scope of authority. Ensure full compliance with all applicable local, state, and federal procurement regulations related to purchasing goods, services, and construction. Coordinate formal procurement processes, including the preparation of Requests for Proposals (RFPs), Invitations for Bids (IFBs), and the receipt and evaluation of submissions. Maintain comprehensive procurement and contract records, including logs, registers, and documentation necessary for audit and compliance purposes. Develop, implement, and maintain centralized purchasing systems, including procedures, forms, and controls. Research and evaluate qualified vendors and sources of supply to ensure cost-effectiveness and quality. Prepare bid specifications, solicitations, advertisements, and contract documents for review and approval. Analyze bid responses and recommend contract awards or rejections based on thorough evaluation. Collaborate with internal departments and union negotiation teams on procurement-related contract matters. Procure professional, consulting, and contractual services, including legal services related to labor and employment matters. Communicate with vendors regarding procurement opportunities, performance, and issue resolution. Investigate and resolve vendor and internal staff complaints in a timely and professional manner. Maintain and update vendor lists and procurement-related databases. Prepare periodic reports, summaries, and required documentation for management and governing bodies. Manage vendor claims and oversee payment-related documentation as required. Attend meetings, workshops, and Board of Commissioners sessions as required. Utilize electronic procurement, financial, and recordkeeping systems effectively. Perform additional duties as assigned.

Requirements and Performance Competencies:

Strong knowledge of procurement principles, market pricing, and industry trends. Ability to develop, review, and interpret technical specifications and contract documents. Demonstrated ability to evaluate bids and recommend appropriate procurement actions. Strong organizational skills with the ability to maintain accurate records and documentation. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and related systems. Ability to effectively present information and respond to questions from managers, clients, customers, and the public. Effective written and verbal communication skills, including the ability to present information to diverse audiences. Strong time management and prioritization skills. Ability to prepare reports, correspondence, and maintain detailed records. Ability to work collaboratively with internal staff, vendors, and external stakeholders. Ability to follow oral and written instructions and manage multiple assignments simultaneously. Commitment to providing courteous, responsive, and professional service.

Minimum Training and Experience:

Bachelor's degree from an accredited college or university, or an Associate's degree with relevant professional experience demonstrating the ability to perform the duties of the position. Certification as a Qualified Purchasing Agent (QPA) in the State of New Jersey is required. Working knowledge of New Jersey Local Public Contracts Law required. Prior procurement experience within a public housing agency or public sector environment preferred. Demonstrated ability to establish and maintain effective working relationships with staff, leadership, residents, community partners, and the public.

LICENSE:

In accordance with

N.J.S.A. 40A

11-9, applicants will be required to possess a valid New Jersey Qualified Purchasing Agent (QPA) certification.

SUPERVISORY RESPONSIBILITIES

None.

LANGUAGE SKILLS

Demonstrates the ability to read, interpret, and comprehend written materials, including standard business vocabulary and numerical information. Communicates clearly and effectively through written and verbal channels, conveying information concisely and professionally.

MATHEMATICAL SKILLS

Possesses foundational mathematical proficiency.

PHYSICAL REQUIREMENTS

Prolonged periods of sitting at a desk and working on a computer. Must be able to lift 15 pounds at times.

REASONING ABILITY

Practical knowledge to understand and follow detailed and complex instructions, define problems, collect data, establish facts, and draw valid conclusions.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly exposed to outside weather conditions. The noise level in the work environment is usually moderate.

NEW JERSEY RESIDENCY LAW

Pursuant to "New Jersey First Act,"

N.J.S.A. 52

14-7 (P.L. 2011, Chapter 70), effective September 1, 2011, all newly hired employees of State and local government must reside in the State of New Jersey, unless exempted under the law. If you do not reside in New Jersey, you have one (1) year after the date of hire to relocate your residence to New Jersey. If you do not do so, you are subject to removal from your office, position, or employment. This job description is not an employment agreement, contract agreement, or contract. Management has the exclusive right to alter this job description at any time without notice. I, __________________________________________ have read the above job description for my position, I fully understand the contents, and I shall perform these duties to the best of my ability. Employee Signature ____________________________

Date:

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