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Purchasing Agent

G-CON Manufacturing Inc.
Job Description

Program Description: This position is responsible for verifying, preparing, and forwarding purchase orders; verifies receipt of items; authorizes payment.  The Purchasing Agent is also responsible for inventory control, set up, and maintaining purchasing levels from a variety of vendors and suppliers.

Essential Job Functions:

Essential job functions represent the fundamental job duties and accountabilities of the employment position that the individual holding the position must be capable of performing. Persons with disabilities can perform these with or without reasonable accommodations. The Vice President or his/her designee may assign other duties limited to those consistent with the applicable scope of the appropriate professional job function.

Inventory Maintenance and Supply Control – 40%

  • Ensures proper inventory control and maintenance 
  • Monitors daily production activities (actual vs. planned) and coordinates with production and project management to ensure material availability
  • Ensures the storage and flow of equipment and supplies
  • Inspects, tests and forwards requests for equipment repairs
  • Assists in the assembly of  the critical spare parts package
  • Monitors changes in customer demand and work to effectively minimize shortages and /or excess inventory levels
  • Proactively identifies and communicates the status of excess inventory for potential customer liability
  • Receive invoices in a timely manner. Works with Accounts Payable to close invoices as soon as possible to ensure proper inventory control

General Purchasing Procedures – 40%

  • Prepares purchase orders by verifying specifications and price 
  • Verifies purchase requisitions by comparing items requested to master list; clarifying unclear items and recommending alternatives
  • Collaborates with accounting and vendors in solving invoicing discrepancies
  • Obtains purchased items by forwarding orders to suppliers; monitoring and expediting orders as needed
  • Verifies receipt of items by comparing items received to items ordered; resolves shipments in error with suppliers
  • Keeps information accessible by sorting and filing documents
  • Provides purchasing planning and control information by collecting, analyzing, and summarizing data and trends
  • Review supplier invoices, adjust and solve problems with suppliers
  • Maintains required reports and records on file with proper entry of purchases, transfers, price changes into computer purchasing program

Vendor Account Maintenance and Negotiations – 10%

  • Checks requisitions, obtains quotes, examines bids and makes awards
  • Researches, interviews, and negotiates with suppliers obtain prices and specifications
  • Sets up vendor accounts and carries out vendor credit requests and references
  • Evaluates vendor reliability; develops new supply sources, as required, in which current vendors and suppliers are inadequate
  • Generates Historically Underutilized Business (HUB) vendor list

Logistics 10%

  • Ensures proper exporting of products via trucking and shipping
  • Assists in the logistics of trucking and shipping and managing insurance with Executive Director of Business Mgmt.
  • Assures that shipping from overseas manufacturing sites are established and secured

Position Specifications

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Education and/or Experience:

  • Education: High School Diploma or GED required; 2 years of college preferred
  • Min of 1-2 yrs: Purchasing and inventory maintenance, preferably in construction projects or a manufacturing environment
  • Intermediate Knowledge in production scheduling and materials planning
  • Intermediate Knowledge in Microsoft Office packages, particularly Excel
  • Intermediate Knowledge and understanding of working with ERP systems, preferably Microsoft Dynamics Great Plains  
  • Intermediate Knowledge in international shipping regulations
  • Advanced Skill in planning, purchasing , receiving, and logistics
  • Advanced Skill in basic computer functions such as word processors, spreadsheets , and internet usage

Language Abilities:

Ability to read and comprehend instructions, correspondence, memos, and work place policies. Ability to analyze, interpret general business periodicals, procedures and governmental regulations. Ability to analyze and interpret technical research journals.  Ability to write professional correspondences.  Ability to present information in small group and large group situations to customer, strategic business partners, the general public, and other employees.  Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the community. Ability to effectively present information to administrators, top management, public groups, community, and Board of Directors.

Mathematical Abilities:

Ability to add, subtract, multiply and divide in all units of measure  in both imperial and metric systems, using whole numbers, common fractions and decimals. Ability to compute rate, ratio, and percent and design and interpret charts and graphs to communicate business issues. Ability to work with mathematical concepts such as probability and statistical inferences to engineering and business issues.

Reasoning Abilities:

Ability to carry out detailed written and/or verbal instructions. Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form to carry out business objectives. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Temperament:

Customer focus and action-oriented. Approachable and team oriented. Reliable performance under little structure. Flexibility and coping with change. Multitasking. Ability to maintain composure in a stressful environment. Freedom to work from supervision. 

Other Abilities:

  • Ability to make decisions and recommendations
  • Ability to demonstrate professionalism with personnel and management
  • Collaborative team player
  • Ability to gather, organize and analyze information skillfully
  • Strong ability to influence and negotiate
  • Ability to manage multiple projects concurrently
  • Must be able to communicate effectively through oral and written communication

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

(R) Very Rarely - (O) Occasionally - (OE) Occasionally Essential - (F) Frequently - (C) Continually

While performing the duties of the job, the employee must:

(F) Sit, (F) Walk, (F) Stand, (O) Bend/twist at the neck more than the average person, (O) Bend/twist at the trunk more than the average person, (OE) Reach above the head, (F) Reach forward, (F) Repeat the same hand, arm, or finger motion many times (e.g. data entry), (F) Hand/grip strength, (OE) Drive on the job, (OE) Type non-stop, (F) Manuel dexterity (e.g. opening items), (F) Use finger dexterity (e.g. typing, manipulative), Lift up to 10 pounds from, (F) Floor to waist, Lift up to 10 pounds from (OE) Shoulder to overhead, Lift up to 11 to 15 pounds from, (OE) Floor to waist, Lift up to 11 to 15 pounds from, (O) Waist to shoulder, Lift up to 11 to 15 pounds from, (O) Shoulder to overhead, (O) Items that are pushed/pulled on wheels, Terrain items pushed or pulled on is, (R) Carpeted floor, Terrain items pushed or pulled on is, (R) Paved road, Terrain items pushed or pulled on is, (OE) Concrete, (F) Carry 10 to 25 pounds, (O) Carry 26 to 50 pounds, (R) Carry 51 to 75 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the jobs.

(R) Very Rarely - (O) Occasionally - (OE) Occasionally Essential - (F) Frequently - (C) Continually

While performing the duties of the job, the employee must:

(F) Work inside, (F) Close exposure to CRT's (computer screens), (R) Exposure to infection (germs, bacterial, viruses greater than the average person, (R) Exposure to environmental allergens(grasses, weeds, pollens, trees), (F) Meet deadlines with severe time constraints, (O) Work irregular or extended work hours, (O) See objects/persons at a distance, (F) See close work such as typed or handwritten material, (F) Be able to tell the differences among colors, (F) Have very good depth perception, (O) Hear conversation in a quite environment, (F) Ability to tell where a sound is coming from, (F) Hear differences among bells, buzzers, beeps, horns, etc., (F) Communicating through speech.

The information contained in this job description is for the compliance with the American with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties performed by the individuals currently holding this position and additional duties may be assigned consistent with the job function.

G-CON Manufacturing, Inc. is an equal opportunity employer and does not discriminate with regard to age, race, color, religion, sex, disability, genetic information, national origin, veteran status or any other status entitled to protection under applicable federal, state, or local anti-discrimination laws. Discrimination or harassment on any of these bases is prohibited.  

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