Deputy Purchasing Agent

Job Description

JOB TITLE:                           DEPUTY PURCHASING AGENT

DEPARTMENT:                   FINANCE

EMPLOYMENT TYPE:        FULL-TIME/EXEMPT

UNION/NON-UNION:        NON-UNION

The Deputy Purchasing Agent is responsible for the smooth, efficient functioning of the purchasing office on a daily basis, including managing workflow, setting priorities, and ensuring the timely processing of requisitions, bids, quotes, and contracts.

We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and on-going mutual respect in our working relationships. We strongly encourage people of color, people with disabilities, LGBTQ+ individuals, bilingualists, and people from other underrepresented groups to apply for our open positions - recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service. 

RESPONSIBILITIES

• Ensures compliance with Massachusetts procurement laws and regulations (including M.G.L. c. 30B, c. 149, and c. 30, §39M) and City ordinances and policies; advises departments on the proper procurement method for their needs; and stays current with changes in law and guidance from the Office of the Inspector General.
• Supervises the Buyer, including assigning and reviewing work, providing training and guidance, and completing performance evaluations.
• Maintains all bid documentation and contracts, and prepares bidding forms, requests for quote forms and requests for proposal forms, including specifications, evaluation criteria, and contract terms; ensures procurement files are complete, organized, and retained in accordance with records retention requirements.
• Serves as a primary contact for bidders, quoters, contractors and members of the general public; responds to inquiries, issues addenda, and communicates procurement information in a timely, professional, and impartial manner.
• Works with all City departments and the school department to review purchasing practices and prepare reports identifying cost savings opportunities.
• Prepares payment vouchers and departmental bills, including those for large construction projects, verifying accuracy, contract compliance, and supporting documentation before submission for payment.
• Maintains and reviews certified payroll records for prevailing wage and other state compliance requirements.
• Conducts bid, request for quote, and request for proposal openings in the absence of the Purchasing Agent and maintains records of the same.
• May organize and schedule construction site visits as well as participate in construction meetings.
• Maintains public records and assists in responding to public records requests related to procurement.
• Maintains confidential records; ensures governmental advertising requirements are met for each procurement; and updates and maintains current bidding opportunities, results, and related documents on the Purchasing Department’s web page on the City’s website.
• Position may require the incumbent to organize and schedule construction site visits as well as participate in construction meetings.
• Performs all other duties as assigned or required.

QUALIFICATIONS

• High school diploma or equivalent required. An associate’s degree or additional coursework or training in public administration, business administration, finance, accounting, or a related field, is preferred.
• One (1) to three (3) years of experience in purchasing, procurement, or a related administrative or financial field, preferably in a municipal or public-sector setting
• Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.
• Must obtain Massachusetts Certified Public Purchasing Official (MCPPO) certification within two (2) years of hire date and maintain it thereafter.
• Working knowledge of Munis or the City’s current accounting and purchasing software, including requisition, purchase order, and vendor management functions.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook, with general computer skills and accurate typing at an efficient speed.
• Strong organizational skills and attention to detail, with the ability to manage multiple deadlines and prioritize competing demands accurately.
• Outstanding interpersonal skills, including tact, discretion, and sound judgment in handling confidential information and in dealing with vendors, staff, officials, and the public.
• Strong written and verbal communication skills to work effectively with a diverse population, including the ability to prepare clear documents, reports, and correspondence.
• Familiarity with Commonwealth of Massachusetts procurement and bidding laws and regulations, including M.G.L. c. 30B, c. 149, and c. 30, §39M.
• Ability to supervise, train, and evaluate staff, and to serve as acting Purchasing Agent when needed.

WORKING CONDITIONS (The characteristics described here are representative of those that the employee encounters while performing the essential functions of this job. Reasonable accommodations are considered to ensure individuals with disabilities can perform essential functions.)

This is an office-based job in a dynamic municipal building. While performing the duties of the Deputy Purchasing Agent, the incumbent is required to: interact and communicate frequently with the public, government officials, other staff members and boards, and/or third parties transacting business with the City. The work is deadline-driven, with strict bid, advertising, and opening schedules; involves frequent interruptions and competing priorities; and requires careful handling of confidential and sensitive information. Occasional work outside regular hours may be required. Position requires periodic attendance at construction meetings and visits to construction sites. 

PHYSICAL REQUIREMENTS (The physical demands listed here are representative of those that must be met by the employee to successfully perform the essential functions of this job.  Reasonable accommodations are considered to ensure individuals with disabilities can perform essential functions.)

• Operates standard office equipment including computers, keyboards, printers, copiers, scanners, and telephones at efficient speed.
• Sits for extended periods and performs repetitive keyboard work.
• Moves throughout the municipal building, which may include flights of stairs.
• Lifts, carries, and moves objects such as files, bid documents, and supplies weighing up to 10–20 pounds.
• Requires sufficient visual and hearing abilities to read documents and screens and to communicate in person and by phone.

Direct reports

• 4Buyer

HOURS

Monday – Friday, 8:30AM – 4:00PM

SALARY

 Starting rate is $31.79 an hour

Annual increases up to $44.01 an hour

APPLICATION DEADLINE: 

Friday, November 20, 2026 @ 4:00pm

Company Description

Nestled in the heart of the Berkshires, the City of Pittsfield is a vibrant and welcoming community that blends rich history with a forward-thinking outlook. As the cultural and economic hub of the region, Pittsfield offers a dynamic environment where innovation and tradition coexist harmoniously. Our city government is committed to fostering a high quality of life for all residents by delivering essential services, promoting sustainable growth, and championing a diverse and inclusive community.

Working for the City of Pittsfield means being part of a team dedicated to public service and making a real difference in the lives of our citizens. We pride ourselves on our collaborative approach, where employees are encouraged to contribute ideas and take initiative. Whether it’s enhancing public safety, improving infrastructure, or supporting our vibrant arts scene, every role within our organization plays a vital part in shaping the future of our city.

We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and on-going mutual respect in our working relationships. Minorities are encouraged to apply. We strongly encourage people of color, people with disabilities, LGBTQ+ community, and people from other underrepresented groups to apply for our open positions - recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service.

Join us in our mission to build a stronger, more connected Pittsfield, where everyone has the opportunity to thrive.

Benefits

• Health Insurance
• Dental Insurance
• Life Insurance
• Retirement Savings Plan
• Up to 14 paid Holidays
• Personal Days
• Vacation Time
• Earned Sick Leave
• Employee Assistance Program
• Tuition Reimbursement