Purchasing Agent

Summary

Job Category:
Purchasing
Job Title:
Purchasing Agent
Job Category Definition:
Jobs in this category prepare required documentation, negotiate with vendors and procure a wide variety of various goods and services.
Job Title Definition:
The Purchasing Agent procures assigned commodities in accordance with University policies and government regulations as applicable; negotiates with vendors and evaluates vendor performance and compliance; researches potential new products and supply sources; serves as a liaison with University departments and outside organizations; monitors customer satisfaction and solve problems; uses electronic systems to conduct business transactions and compile vendor information; reviews, evaluates and/or manages contracts; conducts reverse auctions. Duties are performed at various levels within the defined title.
Working Conditions:
Specific physical requirements and effort are outlined in Job Responsibilities Worksheet (list of essential job duties and responsibilities specific to a particular job at the unit level) in accordance with the Americans with Disabilities Act of 1990 (ADA).
Other Requirements:
 

Levels

Level 1 

Level Details
Job Code Salary Band FLSA Status
PIPU0301 H Non-Exempt

Level 1 positions typically demonstrate baseline working knowledge of routine work applications; follow standard principles and systems and use appropriate terminology associated with a particular field of specialization; participate as a team member in a collaborative environment within a diverse workforce; actively contribute to completion of team goals and assigned tasks; clearly communicate information, ideas, or instructions verbally and in writing; follow recommended approach to assigned work to facilitate achievement of desired results; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under direct and frequent supervision while performing routine duties using established procedures with detailed instructions.

Typical Education & Experience

1+ years related experience

Bachelor's Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Assist with negotiating with vendors as it relates to price, delivery, payment, contracts and agreements, specifications, and purchase order terms
  • Assist with monitoring vendor performance and compliance, resolve discrepancies, and obtain vendor certifications and certificates of liability insurance when required
  • Make purchases in accordance with established policies and procedures and government regulations
  • Assist with researching new product information and sources of supply
  • Ensure all transactions meet government regulations and University policies and procedures as applicable
  • Assist in monitoring internal and external customer satisfaction through exchanging information and solving problems
  • May utilize a variety of electronic systems to manage requisitions, conduct auctions, and manage vendors and/or inventories
  • May monitor, document and facilitate product recalls
  • May serve as liaison with Risk Management, PSU legal counsel and other University departments
  • May manage University contracts
  • May supervise/direct work of others as needed

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 2 

Level Details
Job Code Salary Band FLSA Status
PIPU0302 J Exempt

Level 2 positions typically demonstrate intermediate knowledge of the concepts, practices and procedures of a particular field of specialization; perform intermediate tasks in defined skill areas/applications by continuously building on current job knowledge; maintain effective relationships with peers, vendors, and others in a diverse environment; support team decisions and follow through with team responsibilities; interpret information, ideas and instructions and communicate clearly and accurately both verbally and in writing including materials intended for distribution; determine causes of unusual occurrences and apply standard principles and practices to determine and implement solutions; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under general supervision, while performing assignments that are varied and that may be somewhat difficult in character, but usually involve limited responsibility.

Typical Education & Experience

4+ years related experience

Bachelor's Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Negotiate with vendors as it relates to price, delivery, payment, contracts and agreements, specifications, and purchase order terms to increase buying power
  • Monitor vendor performance and compliance, resolve discrepancies, inspect for quality, and obtain vendor certifications and certificates of liability insurance when required
  • Evaluate complete and approve and purchase commodities within established guidelines
  • Research new product information and sources of supply
  • Ensure all transactions meet government regulations and University policies and procedures as applicable
  • Monitor internal and external customer satisfaction through exchanging information and solving problems
  • May utilize a variety of electronic systems to manage requisitions, conduct auctions, and manage vendors and/or inventories
  • May monitor, document and facilitate product recalls
  • May serve as a liaison with Risk Management, PSU legal counsel and other University departments
  • May manage University contracts
  • May supervise staff and direct the work of others

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 3 

Level Details
Job Code Salary Band FLSA Status
PIPU0303 K Exempt

Level 3 positions typically demonstrate proficient and comprehensive knowledge of defined skill areas/applications to integrate fundamental elements from other specialties into work assignments; apply knowledge of principles, practices, and procedures of a particular field of specialization to complete difficult assignments; promote a culture that is conducive to effective relationships among diverse team members; ensure safe practices and environmental consciousness are exhibited in decisions; may lead a project team involved in completion of difficult assignments, requiring proficient knowledge of field of specialization; interpret and communicate information, ideas and instructions clearly, accurately and persuasively both verbally and in writing including materials intended for distribution; incorporate new facts and ideas into group processes and apply creative thinking to develop new solutions; typically work with minimal supervision on difficult assignments, conferring with manager on unusual matters.

Typical Education & Experience

6+ years related experience

Bachelor's Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Negotiate purchases and contracts with vendors, ensure compliance, resolve discrepancies, determine pricing and payment terms, and/or identify potential liability issues
  • Establish and maintain good working relationships with vendors and customers
  • Manage electronic systems to process requisitions, purchase orders, and maintain vendor or supplier information, and document actions
  • Evaluate purchase products and services and ensure compliance with University’s policies and procedures and all government regulations when applicable
  • Review, evaluate and manage contracts
  • Serve on or lead work group teams, committees, and focus groups
  • Manage projects or work unit initiatives
  • May serve as a liaison with Risk Management, PSU legal counsel, other University departments, and outside organizations
  • May seek out new supply sources which may include diverse suppliers, disadvantaged businesses, and environmentally responsible products
  • May conduct reverse auctions
  • May supervise staff and direct the work of others

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 4  

There is currently no Level 4.

Level 5  

There is currently no Level 5.