Purchasing Agent, Procurement, Regular Full-time

4 months ago

Kingston, Ontario, Canada City of Kingston Full time
Position Summary
*NOTE - Rate of Pay based on 2023 rates*The Purchasing Agent is responsible for sourcing goods and services for departments, administering purchase orders and agreements and ensuring awards are fair, transparent and represent value for money. Responsibilities also include identifying opportunities to create efficiencies, leverage the City's buying power and achieve cost savings. This position is a subject matter expert in procurement processes as well as procurement related systems including the City's financial management system (FMS).

KEY DUTIES & RESPONSIBILITIES

Responsible for sourcing and securing lower value goods and/or services for departments; reviewing price quotations for quality, suitability and availability; comparing product and service specifications; ensuring awards are fair and equitable and represent best value to the corporation.

Utilizing system functionality, initiate, modify, and close purchase orders on behalf of departments.

Negotiate and establish purchase arrangements, terms, price, scheduling, etc. with successful vendors.


Ensure purchasing activity is compliant with the City's Procurement By-Law, related policies, legislation and relevant government regulations and ethical purchasing practices.


Communicate with vendors, suppliers, contractors, and internal department representatives to review requisitions, recommend substitutions in accordance with established deadlines and confirm purchase orders.

Assist with the resolution of technical issues related to purchase requisitions and orders.

Support the supplier onboarding, off boarding and performance management processes.

Support Corporate Buyers with more complex procurement processes, as required.

Audit and monitor purchasing cards issued and used by City staff and departments.

Research, develop and recommend changes to financial system functionality to enhance automation and controls.


Recommend updates and changes to procurement processes, procedures and protocols that will identify opportunities for procurement synergies, continuous improvement efforts, and cost savings.

Review and analyze purchasing data to identify opportunities for corporate buying opportunities; maintain and update corporate vendor listings.


Create reports to support continuous process improvements and cost saving initiatives, such as corporate spend reports and contract expiration dates.

Other duties as assigned.
Qualifications, Competencies
1 year certificate in office/business administration or equivalent.


2 years' experience in a procurement role or setting preferably with systems and/or processes such as purchase order implementation, purchase order approvals, contract management, compliance monitoring and/or spend analysis reporting.

Certificate in supply chain management or procurement related certificate is an asset.

Must demonstrate corporate competencies:
Customer Focus, Results Orientation, Integrity, and Teamwork.
Skills, Abilities, Work Demands
Strong customer service and interpersonal skills.

Proficient skills in Microsoft Office.

Excellent communication, negotiation and organizational skills.

Demonstrate accuracy and attention to detail.

Proficient knowledge of related procurement procedures and legislation.

Must be willing to enhance skills with on-going educational seminars and courses as deemed necessary by management.

Must obtain and maintain a satisfactory criminal record check.

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