Transit Systems 2021-01-11 2021-02-15

Purchasing Agent (Buyer)

Company: Southwest Ohio Regional Transit Authority / Metro View more listings
Location: Cincinnati, Ohio
Job Status: Full-time
Job ID: 128850


  • Obtains materials and/or services from suppliers at the lowest cost consistent with considerations of quality, reliability of source and urgency of need. Studies market trends, researches and interviews vendors and recommends sources of supply.

  • Solicits, procures and administers contracts for goods and services, including those related to construction, architecture & engineering services, vehicle procurements, revenue contracts and lease agreements.

  • Prepares and issues solicitation packages including but not limited to Requests for Quotations, Requests for Proposals and Invitations for Bids.

  • Receives and evaluates offers. Negotiates proposals and sole source procurements. Prepares contract documents and purchase orders.

  • Maintains files and records documenting the history of procurements and contract performance.

  • Assists in the preparation of Board action items as required. Complies with SORTA’s policies and procedures, state and federal laws and regulations.

  • Prepare and manage acquisition processes in a timely manner in accordance with SORTA, State of Ohio and Federal Transit Administration (FTA) requirements, utilizing appropriate solicitation methods

  • Acquire the highest quality goods and services at fair and reasonable prices, utilizing competitive processes whenever possible

  • Work with project managers to develop comprehensive work scopes, pricing schedules and evaluation criteria

  • Review scopes, specifications, independent cost estimates, sole source justifications and supporting solicitation documents for compliance with SORTA, State of Ohio and Federal Transit Administration (FTA) requirements.

  • Research potential vendor sources and ensure that the greatest feasible extent of competition is obtained.

  • Work closely with SORTA’s Diversity and Inclusion Program to establish goals and increase participation of small and disadvantaged business enterprises in contracts

  • Prepare solicitation packages, contracts, purchase orders and related documents, utilizing standard SORTA’s established forms and procedures

  • Conduct pre-bid and pre-proposal meetings as appropriate

  • Respond to potential bidder/proposer questions in writing; amend solicitation documents as appropriate

  • Receive quotes, bids, proposals and conduct evaluations of responsiveness and responsibility.

  • Conduct cost and price analyses as required for all procurements

  • Conduct bid tabulations

  • Chair proposal evaluation teams and ensure that evaluations are conducted in accordance with established SORTA and FTA requirements

  • Receive and evaluate protests and make recommendations for their resolution

  • Conduct interviews and lead negotiations with proposers

  • Prepare detailed procurement memorandums summarizing the procurement process for all solicitations

  • Assist in preparing appropriate award recommendations and documentation

  • Issue contracts, purchase orders and notices to proceed; obtain vendor signatures on contracts and submit for internal execution

  • Effectively utilize SORTA’s automated procurement management system

  • Assist project managers in monitoring contract performance; ensure contractor compliance with contract terms and conditions, including applicable state and federal requirements.

  • In conjunction with the Project Manager and Contract Administrator, prepare, negotiate and issue change orders. Verify and document actions required for contract close-out

  • Participate in negotiating and resolving contractor claims and disputes

  • Maintain familiarity with changes to applicable Federal, State, and local laws and regulations and communicate to others as appropriate

  • Solicit, procure and administer all contracts for diesel fuel. Work with Maintenance supervisors to place weekly diesel fuel orders

  • Assist in the development and implementation of a comprehensive procurement training curriculum for the organization. Assist in the development and implementation of an online procurement training program for the organization

  • Train new employees within the Procurement Department on established procedures and policies

  • Maintain good communications with internal and external customers

  • Monitor industry conditions and changes

  • Ensure that contract files are complete and compliant with SORTA, State and FTA audit requirements

  • Ensure Procurement Plan is updated and kept current.

  • Participate in preparing for and responding to internal and external audits

  • Participate in the development and implementation of strategies to meet or exceed organizational and department performance goals and objectives

  • Promote a positive work environment that does not discriminate based on race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran

  • Comply with Metro's safety and security policies

  • Comply with SORTA, State of Ohio and FTA standards of conduct and ethical requirements

  • Seek and utilize opportunities for professional training; participate in meetings of professional associations as available and appropriate

  • Conduct micro-purchase and informal quote solicitations as needed

  • Perform additional duties as assigned including administrative tasks within the department


Competency Statement(s)
  • Communications - Excellent verbal, writing and non-verbal skills. Persuasive, consensus builder

  • Customer Focus - Excellent problem-solving skills and a desire to exceed customer expectations

  • Employee Development - Competent in assessing personal skills and growth requirements; coaches, delegates,and supports employee development. Provides constructive feedback

  • Leadership - Energetic, innovative self-starter, committed to continuous improvement and creative problem solving. Takes the initiative in improving agency and departmental processes and procedures

  • Professional Integrity - Exhibits and values commitment, leadership, accountability, diversity, honesty, fiscal responsibility, and the ability to maximize resources

  • Proficiency - Able to multi-task, plan and measure results, create and analyze data; excellent computer skills, accuracy and attention to detail, excellent project management skills

  • Teamwork and Cooperation – Promote a collaborative, cooperative and productive working environment. Able to demonstrate a level of sensitivity, team building, support and respect for others

Preferred: Bachelor's Degree (four year accredited college or university). Experience may be considered in lieu of a bachelor’s degree

Required: Minimum of five to seven years of related experience in conducting competitive procurements, preferably involving Federal and State funding

Preferred: Experience with implementing the requirements of FTA Third Party Contracting guidelines and procurement best practices; Construction contract administration experience is preferred

Skills and Abilities
  • Proficiency in MS Office (or similar) suite, including but not limited to Excel and Word; GroupWise or similar email and calendaring software; and Maximo or similar inventory management and purchasing software; must have the ability to learn new computer programs (software and applications)

  • Familiarity with standard public-sector procurement procedures and accounting practices

  • Excellent human relations and organizational skills

  • Excellent written and verbal communication skills

Certificates & Licenses
Certified Purchasing Manager or similar certification preferred

The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors, as deemed appropriate.


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Transit Job Listing - Purchasing Agent (Buyer)