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The primary purpose of the Purchasing Agent is to support county operations by managing the full procurement lifecycle, including needs assessment, solicitation, bid evaluation, contract negotiation, and vendor performance monitoring. The role ensures the county obtains the best value while maintaining transparency, accountability, and compliance with county, state, and federal procurement laws and policies. This position collaborates closely with internal departments and external vendors to promote operational efficiency, fiscal responsibility, and ethical purchasing throughout the procurement process.

The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position. Other duties may be required and assigned.

Prepare and manage the full processes of RFP/RFQ/RFB, including advertising, responding to vendor questions, bid openings, and vendor onsite tours if applicable.
Administer and oversee the full centralized procurement lifecycle, including sourcing, bidding, purchasing, pricing negotiations, procurement integrity, and adherence to local, state, and federal rules and conflict-of-interest.
Ensure fair and ethical treatment of vendors and promote competitive procurement practices.
Maintain the vendor database, identify qualified vendors, and conduct market research, pricing, and sourcing options.
Monitor vendor contracts for compliance, certifications, insurance, and performance; address non-compliance or performance issues as needed.
Develop, implement, and monitor procurement policies, procedures, and internal controls to ensure compliance with local, state, and federal regulations.
Provide guidance and training to County departments on procurement practices, contract compliance, and policy adherence.
Maintain detailed procurement logs, documentation, performance reporting, and audit support, ensuring procurement integrity and transparency.
Collaborate with department heads to conduct needs assessments, annual planning, and project scoping, including checking fund availability, budget alignment, and pricing negotiations.
Prepare and present procurement reports, metrics, and analysis to leadership and stakeholders.
Coordinate and process all County purchasing activities to ensure consistency, cost savings, and best value.
Review and process purchase requisitions, ensuring proper authorization and budget compliance.
Prepare and issue purchase orders, bid solicitations (RFQs/RFPs/IFBs), and related procurement documents.
Assist departments in developing product specifications and evaluating vendor proposals and bids.
Research market trends and identify opportunities for cost savings or cooperative purchasing.
Collaborate with Accounts Payable to resolve discrepancies in invoices, pricing, or deliveries.
Assist with internal audits and updates to procurement policies to ensure continued compliance with statutory and County requirements.
Perform other related duties as assigned.

In evaluating candidates for this position, Dunn County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

EDUCATION AND/OR EXPERIENCE REQUIREMENTS

Associate’s degree in Business Administration, Public Administration, Supply Chain Management, or related field required.
Bachelor’s degree preferred.
Three (3) years of progressively responsible experience in purchasing, procurement, or contract administration, preferably in a public sector environment.
An equivalent combination of education and experience may be considered.

LICENSES, CERTIFICATIONS, AND OTHER REQUIREMENTS

Certified Professional Public Buyer (CPPB), Certified Purchasing Professional (CPP), or equivalent credential preferred, or ability to obtain within two years of hire.
Valid driver’s license or the ability to travel between work locations.
Prior to hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES QUALIFICATIONS
In order to perform the duties of the Purchasing Agent position (listed above) the following knowledge, skills, and abilities are essential for Purchasing Agent to possess.

Knowledge of public procurement laws, regulations, and ethical standards.
Strong analytical and organizational skills with attention to detail.
Excellent written and verbal communication skills.
Ability to interpret and apply purchasing policies and procedures.
Proficiency with Microsoft Office applications and procurement or financial management systems (e.g., Tyler Munis or similar).
Ability to establish and maintain effective working relationships with vendors, department heads, and coworkers.
Strong commitment to transparency, integrity, and customer service.
Ability to follow Dunn County policies and procedures including those pertaining to confidentiality.
Ability to manage time effectively, manage multiple projects, and complete work within established deadlines.
Ability to conduct research, and analyze and prioritize materials, including, contracts, policies, and needs assessments.
Ability to work the allocated hours of the position.
Ability to participate in ongoing training and professional development to enhance knowledge and skills.
Ability to operate standard office equipment, computer and advanced knowledge of Microsoft Office software.

MINIMUM LANGUAGE SKILLS QUALIFICATIONS
In order to perform the duties of the Purchasing Agent position (listed above) the following language skills are essential for the Purchasing Agent to possess.

Ability to communicate clearly and effectively with other staff members, supervisors, and community members in written and verbal form.
English skills (oral, written and comprehension) sufficient to effectively communicate with all internal and external customers.

MINIMUM REASONING ABILITY QUALIFICATIONS
In order to perform the duties of the Purchasing Agent position (listed above) the following reasoning abilities are essential for the Purchasing Agent to possess.

Ability to understand and effectively carry out verbal and written instructions.
Must have the ability to work accurately with attention to detail.
Ability to prepare and maintain accurate and concise records and reports.

MINIMUM MATHEMATICAL ABILITY QUALIFICATIONS
In order to perform the duties of the Purchasing Agent position (listed above) the following mathematical skills are essential for the Purchasing Agent to possess.

Ability to make arithmetic computations using whole numbers, fractions, and decimals.
Ability to compute rates, ratios, and percentages.
Ability to understand and apply governmental accounting practices in the maintenance of financial records.

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor or Human Resources.

PHYSICAL REQUIREMENTS

Physical effort will typically require infrequent exertion of objects weighing up to 10 pounds.
Continuous speaking, hearing, and using hands dexterously; work frequently requires sitting; and work occasionally requires standing, walking, and reaching with hands and arms.
Work has standard vision requirements.
Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
Hearing is required to perceive information at normal spoken word levels.
The physical and environmental hazards and risks associated with the job can be characterized as minimal.

WORK ENVIRONMENT

Work is generally in a moderately noisy location (e.g. business office, moderate traffic).

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.

Dunn County

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