Assistant Purchasing Agent

This position is responsible for the proper operation and management of the County Purchasing Department by ensuring all activities comply with laws, regulations, and the best procurement practices.  This position serves as a strategic partner to the Purchasing Agent in supporting the County’s procurement operations, improving processes, maintaining compliance, and helping build an efficient, service-oriented Purchasing Department.

We’re looking for someone who is naturally curious, takes initiative, enjoys solving problems, and doesn’t wait to be told what to do next. The right candidate is proactive, asks thoughtful questions, identifies opportunities for improvement, and takes ownership of their work from start to finish.

Essential Duties and Responsibilities

• Assist the Purchasing Agent in the daily management and operation of the Purchasing Department and serve as the primary backup in their absence.
• Supervise and support departmental staff by providing guidance, training, and oversight to ensure work is completed accurately, timely, and in compliance with County policies and applicable laws.
• Serve as the Purchasing Agent’s primary backup and assist in maintaining uninterrupted departmental operations.
• Administer procurement activities in accordance with the Texas Local Government Code, County policies, and established procurement procedures.
• Review and approve purchase requisitions, purchase orders, contracts, and procurement documents for accuracy, compliance, and completeness.
• Develop, coordinate, and administer Invitations for Bid (IFBs), Requests for Proposals (RFPs), Requests for Qualifications (RFQs), Competitive Sealed Proposals (CSPs), and other procurement methods.
• Prepare, review, negotiate, and administer contracts, amendments, renewals, and related procurement documents while monitoring contract compliance and expiration dates.
• Develop bid specifications in collaboration with County departments and provide procurement guidance and recommendations throughout the solicitation process.
• Administer construction procurement activities, including establishing bidding and bonding requirements, publicly opening bids, coordinating evaluations, preparing award recommendations, and assisting with contract administration throughout the project lifecycle.
• Administer the County’s fixed assets, surplus property, fleet acquisition, and vehicle registration programs.
• Research procurement statutes, cooperative purchasing opportunities, and best practices to support informed recommendations and continuous improvement.
• Develop and maintain departmental policies, procedures, workflows, and documentation while identifying opportunities to improve efficiency, consistency, and compliance.
• Prepare reports, correspondence, agenda items, and recommendations for management and Commissioners Court.
• Build and maintain effective working relationships with County departments, vendors, consultants, and governmental agencies.

• Assist in administering the County’s procurement activities in accordance with laws, policies, and procedures.

• Anticipate challenges, identify risks, and proactively develop solutions.
• Continuously evaluate and improve departmental processes, documentation, and internal controls.
• Prioritize multiple assignments while maintaining a high level of accuracy and attention to detail.
• Take ownership of projects from start to finish.
• Ask questions, challenge assumptions, and seek continuous improvement.
• Demonstrate professionalism, integrity, accountability, and excellent customer service.
• Foster collaboration, develop staff, and help build a high-performing Purchasing Department.

Preferred Knowledge and Skills

• Knowledge of public procurement principles, practices, and federal, state, and local purchasing laws, including the Texas Local Government Code.
• Knowledge of competitive procurement methods, including Invitations of Bid (IFBs), Request for Proposals (RFPs), Request for Qualifications (RFQs), Competitive Sealed Proposals (CSPs), cooperative purchasing and contract administration.
• Knowledge of specification development, contract preparation, solicitation processes, evaluation procedures, and vendor management.
• Knowledge of governmental budgeting, purchasing, fixed asset management, fleet procurement, and surplus administration.
• Strong analytical, research, and problem-solving skills with ability to interpret statues, policies and contracts.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office applications and procurement software.
• Ability to research complex issues and present clear recommendations.

Education and Experience

• Bachelor’s degree in a related field is preferred
• Public procurement experience preferred.
• Equivalent combination of education and experience may be considered.
• Professional procurement certifications (CTCD, CPPB, CPPO, NIGP-CPP, or similar) are desirable or the ability to obtain certification within a reasonable period after hire.