Purchasing Agent ($25,000), PA25
This position may serve as part of a Buying Team, or as a single resource providing procurement support for fire suppression or all-risk assignments; e.g., hurricanes, floods, etc.
- Procures the more difficult items.
- Uses expert judgment to interpret guidelines, establish procedures, decide on approaches, resolve or prevent specific problems.
- Changes default charge code (job code) in the Purchase Card System (PCMS) to an incident job code when dispatched to an incident.
- Places orders and processes all related paperwork, including completing waybills and maintains logs in a timely manner and in accordance with regulations.
- Audits orders, waybills, and vendors' invoices to assure that paperwork is complete, documented adequately, and copies are available for files. Documents receipts with proper management/accounting code, resource order number, and signatures. Files documents appropriately.
- Confirms verbally placed purchase orders in writing and in a timely fashion.
- Keeps the Buying Team Leader or Assistant/Deputy Leader or other identified supervisor informed of day-to-day actions, including resource order status and any problems.
- Prepares necessary documentation for property, commissary purchases, and Emergency Equipment Rental Agreements. Ensures that the documentation is complete (e.g., that the Equipment Use Envelope -OF-305 -contains the Agreement, resource order number, pre-use inspection, use invoice, and beginning shift ticket showing time and location at time of hire).
- Relays to dispatch and/or expanded dispatch or incident camp, whichever is applicable, the estimated time of departure (ETD) and estimated time of arrival (ETA)for shipments (e.g., for supplies, equipment from the Buying Team to the incident base).
- Completes and files paperwork daily. May be required to input costs into spreadsheet as necessary.
- Reconciles accounts no later than 30 days after a transaction appears in PCMS, absent extenuating circumstances.
- Issues Contracting Findings and Determination, if appropriate.
Position Knowledge and/or Requirements
- In-depth, broad knowledge of a body of purchasing regulations, methods, procedures, and business practices to make purchases in accordance with governing regulations.
- Requires completion of I-l00, Introduction to Incident Command System; S-260, Interagency Business Management; S-26l, Applied Interagency Business Management.
- Must complete annually the incident micro purchase refresher course in order to maintain a purchase card.
- Must have been a warranted Purchasing Agent with at least $25,000.00 purchasing authority at the time of departure from the Federal Government.
- Must be current in maintenance training as required by the FSAR.
- The supervisor or other designated authority assigns work with standing instructions and objectives, priorities, and deadlines, and indicates special considerations or unusual requirements.
- The incumbent independently plans the manner in which assignments are to be carried out, and handles problems and deviations in accordance with instructions, policies, previous training, and accepted procurement practices.
- Completed work is usually evaluated for appropriateness, technical soundness and conformity to policy and requirements. Methods used by the incumbent are not usually reviewed in detail.
Guidelines include FAR Part 13, Small Purchases; FSAR Part 1, Complexity Requirements; and Exigency Requirements/Procedures. These guidelines, coupled with written Department and agency policies, instructions, and operating procedures, cover the work to be done and the specific procedures required.
The incumbent uses judgment in selecting the most appropriate guidelines, references, and procedures relative to specific cases. Situations to which existing guidelines cannot be applied or would require significant deviation from guidelines are referred to the supervisor.
The work includes various duties involving different related processes and methods. The incumbent makes a variety of non-competitive or competitive purchases. The incumbent makes rapid choices, under pressure, such as whether to meet requirements by ordering against an existing contract, or entering into a new contract, etc.
Decisions as to what needs to be done involve various choices that require the incumbent to recognize the existence of and differences between various situations.
Actions to be taken differ in such things as the source of information, the kind of transactions, or other differences of a factual nature.
Scope and Effect
The work involves purchasing a variety of complex goods, services, and equipment to meet the objectives of the incident. The work involves applying conventional practices to resolve a variety of purchasing issues; e.g., restrictive specifications, urgent need, and insufficient price history.
How an item is purchased may affect the physical well-being of others. For example, arranging for the timely delivery of urgently needed medical supplies may affect care of patients.
Some contacts are with individuals from outside the agency; e.g., with contractor representatives.
Purpose of Contacts
The purpose of contacts is to ensure and/or gain compliance with contract terms, and to ensure timely delivery of purchased services, supplies, and equipment.
The work is primarily sedentary, but some physical exertion is occasionally required; e.g., some standing, walking, bending, sitting, traveling, and working extended hours.
The work is typically performed in an office type setting involving everyday risks or discomforts.