Purchasing Agent

*This position could be located at our Headquarters in Anadarko or at our satellite office in Moore, Ok.* 

SUMMARY: Under the general supervision of the Manager, Procurement Services, the Purchasing Agent procures materials, equipment, parts, supplies, and services necessary for the construction of generation, transmission, distribution and telecommunication projects, as well as maintenance and operations of assigned segments of Western Farmers Electric Cooperative (WFEC) and its facilities. The Incumbent collaboratively assesses requester needs and specifications for the assigned areas of responsibility, developing strategic sourcing strategies to optimize inventory levels, minimize carrying costs, and meet the requester's unique set of needs, specifications, and schedules. The Incumbent complies with procurement procedures contained in WFEC's Administrative Procedures and lending agency regulations, including Rural Utilities Service (RUS) and, when necessary, Federal Emergency Management Agency (FEMA). Incumbent also conducts supplier performance evaluations following product delivery, measuring adherence to contract terms and conditions; adherence to product specifications, quality and quantity; as well as on-time delivery and responsiveness. The Incumbent utilizes PeopleSoft purchasing and inventory modules throughout the entire procurement process to track, document, and drive all planning, sourcing, buying, contract management, document control, and inventory management activities. 

ESSENTIAL DUTIES AND RESPONSIBILITIES: Include the following; other duties may be assigned. Acts as the purchasing liaison for assigned segments/spend categories of WFEC's business units to ensure purchases are awarded in an ethical and economical manner, and in compliance with WFEC and lending agency requirements, including RUS and FEMA. Works collaboratively with assigned requester to analyze, monitor, and plan for internal demand for related goods and services, assisting in the development and execution of category management strategies, to include risk assessments, overall market, industry and supply base analysis, and category and vendor segmentation, while optimizing inventory and carrying costs. Prepares Request for Proposal (RFP)/Request or Quotation (RFQ) and Contract document package concentrating on accuracy, WFEC risk/legal protections of the Terms and Conditions, and coordination of the Pre-Bid Meeting, Bid Opening, and Pre-Construction Meeting to support the construction schedule and necessary approvals. Receives and reviews Purchase Requisitions for the Specifications and Scope of Work, assimilating project information into a detailed Needs Statement. Opens, tabulates, and analyzes RFP/RFQ responses according to WFEC and RUS construction policies and procedures, working with requesters to determine the lowest evaluated bid, factoring in quality, quantity, and other business factors including vendor evaluations. Determines the type of procurement method that is in the best interest of strategic projects and WFEC, adhering to WFEC Administrative Procedures, regulation 7 CFR 1726 for construction projects financed by RUS, and 2 CFR Part 200.317-326 when emergency repair and construction may be considered for Federal disaster assistance by FEMA. Works with requesters to prequalify prospective bidders according to WFEC and regulatory agency guidelines. Awards contracts after bids have been approved by the appropriate authority level; notifies all bidders that a decision was made; and maintains Purchase Order, Contract documents, and correspondence in PeopleSoft. Documents contracts by forwarding Purchase Orders to supplier, and documents supplier order acknowledgement. Monitors construction and delivery schedules, expediting orders when necessary. Develops vendor contract negotiation strategies and serves as the lead in driving contract negotiations to achieve stated goals and objectives, securing commitments on delivery dates, pricing, quantity, as well as other purchase specifications and order acknowledgments from the vendor. Prepares all purchasing documents, including Bid Invitations, Purchase Orders, and Contracts, utilizing rate control and risk-reducing terms and conditions to maintain market pricing throughout the contract life cycle. Assists Financial Services with invoicing discrepancies by investigating supporting documentation, including RFPs, bids, correspondence, and Bills of Lading. Collaborates with requesters to develop assigned spending category analyses. Establishes and maintains good vendor relations with suppliers, while reviewing catalogs, industry periodicals, directories, trade journals, internet sites, and consulting with other WFEC engineering, construction, maintenance and corporate department personnel to identify new suppliers of necessary goods and services within Incumbent's assigned spend category. Evaluates potential suppliers for their ability to meet WFEC's purchasing needs, quality standards and processes for conformity standards. Schedules and coordinates supplier visits as appropriate. Monitors and evaluates vendor contract performance to ensure compliance with contractual obligations, referring major problems to appropriate WFEC departments and personnel. Fully-utilizes the PeopleSoft purchasing module to input purchasing data, monitor scheduled delivery, as well as document terms and conditions throughout the process. Performs Master File maintenance in PeopleSoft, reviews material stock requests to identify and close-out completed requisitions.  

COMPETENCIES: To perform the job successfully, an individual should demonstrate the following competencies: 

Analytical: Synthesizes complex or diverse information; Collects and researches data; Uses experience to complement data; Designs work flows and procedures. 

Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics. 

Professional Knowledge: Generates creative solutions; Translates concepts and information into applications; Uses feedback to modify recommendations; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others. 

Oral and Written Communication: Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings; Writes clearly and informatively; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. 

Teamwork: Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed. 

Planning/Organizing: Prioritizes and plans work activities; Uses time efficiently; Sets goals and objectives; Develops realistic action plans. 

Adaptability: Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected outcomes. 

Professionalism: Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. 

Customer Service: Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments to customers.  

Cost Consciousness: Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources. 

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education, experience, knowledge, skills, abilities, and behaviors required of this position. 

Education and Experience: A Bachelor's degree in Supply Chain or Business-related discipline, combined with three (3) years of professional purchasing experience with basic knowledge of contracting terms and conditions. Experience purchasing in an electric power transmission or generation facility or manufacturing/industrial environment, and experience using an automated purchasing system is required. Experience with the use of an enterprise resource planning (ERP) system and related querying and reporting is required. 

Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, catalogs, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively to peers and management. 

Math Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. 

Reasoning Ability: Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situation. 

Computer Skills: Ability to use Microsoft Office software, including Word, Excel, and Outlook, is required. Ability to use enterprise resource planning (ERP) software, such as PeopleSoft financials and procurement, is required.  

CERTIFICATES, LICENSES, REGISTRATIONS: Requires a current driver's license. A Certified Supply Chain Professional (CSCP), Certified Production and Inventory Management (CPIM), or similar accreditation is desired.    

WORK SCHEDULE REQUIREMENTS: This position normally works a weekday daytime schedule, but may be required to work additional hours and travel on short notice as required. 

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel, and reach with hands and arms. The employee is frequently required to sit. The employee is occasionally required to move about the facility. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision. Vision and hearing must be normal or corrected to normal.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in an office environment. The noise level in the work environment is usually quiet; however, the Incumbent may be required to enter the warehouses and power plants and will occasionally be exposed to moving mechanical parts, high, precarious places, vibrations and risk of electrical shock. The noise level in these locations is usually moderate and hearing protection may be required.