Purchasing Agent

Salary: $21.55 - $32.62 Hourly

Location : Road and Bridge, AL

Job Type: Full-Time

Department: Road and Bridge

Opening Date: 10/28/2025

Closing Date: 11/9/2025 11:59 PM Central

Summary

Coordinates activities involved with procuring road building materials, equipment, parts, and supplies for various County departments. Responsible for establishing and maintaining a variety of information on vehicles and equipment, gasoline and other fuel usage. Maintains records of parts used for various County departments. Maintains job cost documentation of daily work done for routine maintenance, road work, special projects of all types, and garage services/repairs. Maintains familiarity with county, state, and joint county bid items. Assists in developing specifications for purchases, maintaining records, and preparing reports. Oversees duties of the Shop Administrative Assistant.

Essential Job Functions

A. Requisition, verification of receipt, and storage of parts, supplies and materials used in various departments

1. Prepares requisitions, including specifications, for parts and supplies needed

2 Discusses specifications and availability of parts and supplies with vendors

3. Discusses bidding process with vendors

4. Locates parts needed and ensures that parts and materials are purchased according to County policy and/or State Law

5. Reconciles receipts or bills of laden with deliveries to assure that materials received are consistent with specifications, quantity, quality, and price

6. Prepare and assist in preparing bid specifications and invitations to bid on items purchased by the department

B. Data record keeping, reconciling, billing and reporting for inventory, job cost, service and fuel. Daily costs, inventory, and other documentation is to be retained and entered using CIMS (County Information Management System), accounting software, Excel, and other common programs

1. Maintains inventory of each employee's safety supplies and minor tools issued

2. Issues Purchase Orders utilizing current accounting software

3. Maintains computerized perpetual inventory of parts and supplies

4. Maintains fuel inventory in CIMS for all County departments and compiles monthly usage reports for cost analysis and billing

5. Enters the garage repair/service hours and parts used on each vehicle to maintain accurate

records, schedule preventive maintenance, derive cost analysis and prepare interdepartmental billing

6. Records registration and serial numbers on vehicles and equipment along with essential specifications for accurate equipment rate calculation

7. Enters and maintains all Road & Bridge projects (ATRIP, FEMA, FAP, MPO, RBA, HSIP, etc.) in CIMS and generates monthly report for the Engineering Department

8. Reconciles invoices received with Purchase Orders and codes them to the appropriate accounts

9. Enters inventory items into CIMS, adjusting the receipt and distribution of parts, supplies, and materials with current purchase rates to accurately maintain inventory records

10. Ensures the accuracy of all invoices, has them signed by the County Engineer, and processes them for payment by the accounting department.

11. Prepares routine weekly and monthly reports and special reports as needed

12. Creates and updates Project numbers, activity codes, vendor data, contract labor rates, and fuel key information in CIMS as needed

13. Oversees and assists in the input of job cost data from daily garage, project and maintenance work sheets

C. Inter-Departmental Assistance

1. Notify departments when their vehicles are due for preventive maintenance and

schedule maintenance in accordance with garage workload

2. Maintains and updates all service books kept in vehicles and equipment

3. Updates any changes to personnel or equipment on crew daily worksheets as needed

4. Signs out vehicle keys to Road & Bridge employees at the start of the day and signs keys back in at the end of the day

5. Makes vehicle fuel keys for all County vehicles and makes user fuel keys for all County employees

6. Maintains asset numbers on vehicles, equipment and any other items purchased that need

an asset number

7. Makes sure accounting department has what they need to obtain vehicle registrations and tags

8. Assist in anything else Garage Superintendent, Supervisors, or Engineer need

9. Keep Garage Superintendent and County Engineer apprised of any problems or potential problems encountered

10. Maintains Road & Bridge and Sanitation cell phones

D. Oversees duties of administrative assistant

1. Train on essential duties as back up if needed

2. Answer questions and assist in locating special parts or equipment needed

3. Advises on bid law requirements for purchases

4. Assures that parts room and storage area is maintained in an orderly and safe manner

5. Verifies that data entry is completed timely and accurately

Knowledge, Skills, and Abilities

1. Knowledge of the laws, rules, regulations, codes and statues governing the purchase of materials, supplies, equipment and services

2. Knowledge of the methods and procedures for purchasing in a government environment

3. Knowledge of principles and practices applicable to parts storeroom operation

4. Knowledge of purchasing procedures, practices, and documentation required

5. Knowledge of sources of supply for the parts, materials, and supplies used

6. Knowledge of inventory methods

7. Knowledge of the hazards and safety precautions involved in a shop operation

8. Knowledge of automotive and heavy equipment parts

9. General knowledge of automotive and heavy equipment mechanics terminology

10. Knowledge of general office and computerized record keeping procedures

11. Knowledge of the basic principles of accounting and budgeting

12. Knowledge of CIMS program

13. Knowledge to enter required data in computer program to maintain inventory records and tool use

14. Ability to establish methods and procedures to assure accurate and complete record keeping

15. Ability to develop and maintain records and prepare reports from records, as needed

16. Ability to give directions and gain compliance from subordinates

17. Ability to communicate clearly and effectively, both orally and in writing

18. Ability to establish and maintain effective working relationships with coworkers, supervisor, and vendors

Typical Qualifications

High school diploma or G.E.D. certificate plus three years of experience in large scale purchasing, preferably including automotive/heavy equipment and construction supplies and equipment, or an equivalent combination of education and experience. Experience in automotive and heavy equipment maintenance and repair environment is preferred. Experience with budget and accounting software and Microsoft Office programs required. Proficiency in County Information Management Systems (CIMS) is strongly preferred.

Other: Valid Driving License

We offer a complete benefits package to full-time employees including health care, dental, vision, state retirement, deferred compensation plans, flexible spending accounts, life insurance, employee assistance program, holidays, vacation, and sick leave. To learn more details, visit our

01

How many years of CIMS (County Information Management Systems) experience do you have?

No experience

Less than 1 year of experience

1 year but less than 2 years of experience

2 years but less than 3 years experience

3 or more years of experience

02

Which of the following describes your highest level of Microsoft office (Microsoft word, Excel, Powerpoint) proficiency?

I do not have enough skills to meet the definition of Basic level below.

Basic

Intermediate

Advanced

03

Which of the following describes your highest level of computer proficiency?

I do not have enough skills to meet the definition of Basic level below.

Basic

Intermediate

Advanced

04

Which of the following describes your cash/money handling skills?

I do not have enough skills to meet the definition of Basic level below.

Basic, responsible for a small amount of money

Intermediate

Advanced, dealing with high volume of transactions

05

Do you have at least three years of experience in large scale purchasing?

YES

No

06

Please select all that you have knowledge/experience in:

Purchasing

Construction Supplies Inventory

Heavy Equipment/Automotive Parts

Budget/Accounting Software

Required Question