Purchasing Agent

Job Description

Job Description

Salary : $29.00 or more DOE

Logistic Specialties, Inc. (LSI), the Aviation Logistics Support Contractor for the CAL FIRE Aviation Program (AP), has an immediate opening for a Purchasing Agent.

Position Summary

LSIs Purchasing Team supports CAL FIRE AP by acquiring aircraft components and maintenance services. This centralized procurement group works with the inventory, logistics and parts room departments to generate all Purchase Orders (POs) for the AP, including State POs, Contractor POs, and Federal Excess Personal Property (FEPP). The Purchasing Team performs many functions outside the creation of purchase orders. Other acquisition activities include increasing vendor bases, researching part availability, establishing and maintaining vendor relationships, reviewing orders for compliance with required procurement procedures, invoice verification and coordination with AP Accounting. Under the direction of the Purchasing Agent Lead, the Purchasing Agent assists the Purchasing Agent Lead in the procurement of aircraft parts, components, and related aircraft maintenance material and equipment for the exclusive use on CAL FIRE owned or operated aircraft.

Under Direction of the Purchasing Agent Lead, this position will perform the following tasks :

• Place orders with commercial vendors.
• Respond to assigned, AP approved, RFQs to research, find and procure items requested in the RFQ.
• Follow the DGS (Department of General Services) and CAL FIRE AP procurement processes and directives.
• Work closely with AP Accounting staff to create and place Commercial POs with AP approved suppliers after processing in APs Fi$Cal system.
• If a new supplier must be found, follow all procurement processes and requirements and conduct research to find an acceptable AP supplier.
• Monitor, track and remain in contact with suppliers to ensure smooth procurement and delivery of each ordered item.
• Review orders to ensure compliance with CAL FIRE procurement processes.
• When creating POs, both individual Purchasing Agents and the department Lead check to ensure all DGS and CAL FIRE AP procurement requirements, processes, and directives are followed by reviewing POs for completeness and compliance before submitting to CAL FIRE for processing and billing.
• Conduct research on aircraft parts and supplies availability, price and conformity to CAL FIRE standards.
• Use a quality / schedule / cost evaluation process to document, select, and retain quality CAL FIRE suppliers.
• Follow established requirements to obtain multiple supplier bids.
• Invite the most qualified suppliers to participate as preferred providers and use best practices to ensure only highly qualified suppliers are used to supply parts and components.
• Work with the CAL FIRE AP accounting to ensure all purchases are in compliance with Department of General Services and CAL FIRE procurement processes.
• As part of daily responsibilities, coordinate with the CAL FIRE Accounting staff.
• Provide detailed employee training to ensure LSI Procurement department staff follow all DGS and CAL FIRE processes and requirements to create Commercial / State POs.
• Ensure we obtain multiple supplier quotes or award PO to a California-approved Small Business or Disabled Veteran Business Enterprise (DVBE).
• Ensure each vendors required State forms are current and on file at the AP.
• Deliver PO packages to AP Accounting for timely data entry into their accounting system, Fi$Cal. Once Accounting is completed with the PO package our Procurement Agents complete the PO process by contacting the supplier(s) to activate the PO which places the order.
• Assist Purchasing Agent Lead to ensure routine orders, AOG, work stoppages and core returns are processed within AP timeframes and procedures; When assigned by the Purchasing agent lead, Purchasing agents(s) will :
• Create ordering POs and track and monitor their AOG & Work Stoppage POs. AOG parts are received within 24 hours and Work Stoppages within 48 to 72 hours.
• Immediately return AOG / Work Stoppage Core Returns if required for repair.
• After creation of an AOG and / or Work Stoppage RFQ, the appropriate LSI Parts Room personnel notify the Procurement Lead, all Aviation Officers, the Chief of Maintenance, and the Aviation Logistic Support Manager via email. After the RFQ is approved by the Chief of Maintenance, the Procurement Lead assigns it to the appropriate, pre-designated Purchasing Agent. Once the Purchasing Agent orders and confirms delivery of the asset(s) via vendor-supplied tracking information, they inform the Logisticians and Receiving Department through the original email chain.
• The Lead Logistician assists the Purchasing Agent with arrivals of AOG and Work Stoppage orders as follows : after the Purchasing Agent responsible for the AOG / Work Stoppage order relays its arrival via email, the Logisticians and Receiving Department ensure it is promptly processed, received, and transferred to the correct Parts Room location for timely issuance to maintenance personnel.
• Coordinate Routine Core Returns in a timely manner to the supplying vendor between Parts Room personnel, the Purchasing Agent managing the PO and the Logistician department for documentation assistance. Routine Core returns are rotable items received from the Parts Rooms after removal from the aircraft.
• Follow parts management procedures as outlined in the CAL FIRE Repair Station / Quality Control Manual No. CFOR047Z; and other duties as assigned.

Other Duties and Responsibilities :

Required Experience, Skills and Education :

What LSI offers.

LSI is an Equal Opportunity / Affirmative Action Employer. We consider applicants without regard to race, color, religion, age, national origin, ancestry, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status, or membership in any other group protected by federal, state, or local law.