Salary Grade: FLSA Status: Approved Date: * Communicates shipping status to customers * Runs daily and monthly sales and inventory reports Minimum Qualifications * High School Diploma/GED * At least 21 years of age * Associates degree or one-year certificate from college or technical school * 1–2 years of related experience * Ability to read, write, speak, and comprehend English language * Ability to add, subtract, multiply, divide, and calculate percentages using a calculator Administration Duties * Sets up new items in computer as necessary * Monitors, reviews and negotiates best shipping costs and schedules Communication Duties Job Summary Orders and maintains proper inventory levels from specific suppliers. Maintains the accuracy of receiving purchase orders and handles the transfer of products to other distributors. Arranges and coordinates shipping of product from suppliers to Monarch. Reviews and reports sales and inventory to all suppliers as required. Essential Functions Essential functions include, but are not limited to, the following: * Microsoft Office skills (Basic skills in Word, PowerPoint, Excel, and Outlook) Preferred Qualifications * Microsoft Office skills (Intermediate skills in Word, PowerPoint, Excel, and Outlook) * Ability to write basic reports and business correspondence * Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form * Ability to handle large volume of work, set priorities, multitask, and meet deadlines * Ability to focus on details and perform accurate work * Knowledge of federal, state, and local laws * Ability to navigate through VIP and AS400 * Ability to effectively present information and respond to questions from groups of managers, clients, and customers * Ability to operate additional computer programs and software, including VIP * Ability to navigate through Windows-based applications * Provides sales and inventory reports to suppliers * Communicates to the appropriate departments product that are out of stock and their expected arrival dates * Reviews receiving orders daily for accuracy Purchasing Duties * Reviews forecasts against inventory and production schedule and manages inventory ebbs and flows to prevent out of stocks and overages * Inputs purchase orders into AS400 daily and forwards copies of purchase orders to the appropriate departments * Purchases required products for warehouse and for specific customers * Performs daily recaps of out-of-stock items vs. inventory levels and forecasts vs. sales * Investigates inventory discrepancies vs. stock status Job Description: Purchasing Agent Division: Reports To: Department: Purchasing Administration Purchasing & Brands Manager CExempt Performance Management Purchasing Agent 1/30/2008Working Conditions While performing the duties of the job, the employee is regularly exposed to a fast-paced, high-traffic environment. The employee may occasionally be exposed to varying temperatures and must be able to perform tasks in an office environment or hot or cold areas of a warehouse. The employee may occasionally work in areas with slippery surfaces. The employee may also work in confined spaces on an occasional basis. The noise level in the work environment is sometimes loud. * Printer Physical Demands While performing the duties of this job, the employee is frequently required to sit. The employee is occasionally required to stand, walk, and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include ability to adjust focus. * Computer *Copier * Fax * Scanner * 10-key calculator Supplementary Information Tools/Equipment Performance Management Purchasing Agent 1/30/20084 7.00% of base pay 3 5.00% of base pay 2 3.00% of base pay 1 1.00% of base pay Less than 1 N/A Date of Hire March–September Type of Evaluation: Goal Review Today’s Date Evaluator Review Period Employee Name Exceeds performance expectations Exceeds some performance expectations Meets performance expectations Meets some performance expectations Does not meet performance expectations Meets some, but not all, expectations; needs improvement in quality/quantity of work Low performance behaviors Performs significantly below expectations; performance action required. Low performance behaviors 2007 Merit Increase Schedule 1 Less than 1 Meets some performance expectations Does not meet performance expectations Meets all basic requirements and exceeds some expectations High performance behaviors Meets all basic requirements Average performance behaviors Exceeds performance expectations 32 Exceeds some performance expectations Meets performance expectations 4 Performance Evaluation: Purchasing Agent Evaluation Guidelines Performance management is a continual process designed to foster communication between managers and employees. Managers are encouraged to discuss specific accomplishments and areas that require improvement on an ongoing basis. Performance management includes goal setting, coaching and feedback, recognition, performance improvement and discipline, and performance evaluation. One month prior to this review, ask the employee to complete this form to detail how well he or she has met his or her objectives for this review period. Ask the employee to be prepared to discuss his or her achievements, accomplishments, responsibilities, and future goals—and how those goals will affect department objectives as well as corporate objectives. Definition of Performance Ratings Goes above and beyond, consistently exceeding expectations High performance behaviors Performance Management Purchasing Agent 1/30/20080.00 0.10 0.00 0.00 0.20 0.00 0.00 0.10 0.00 0.00 0.20 0.00 0.00 0.20 0.00 0.00 0.10 0.00 0.00 0.10 0.00 0.00 Cognitive Skills—Learning/Numerical Ability Cognitive Skills—Planning/Problem Solving/Critical Thinking Competency Rating Conscientiousness—Work Ethic Rating X Weight = Weighted Rating 0.00 Total Rating (sum of weighted ratings) Competency Conscientiousness—Reliability/Rule Following/Safety Customer Service Organizational Citizenship Organizational Citizenship 0.00 Cognitive Skills—Communication Competency Cognitive Skills—Communication Competency Cognitive Skills—Planning/Problem Solving/Critical Thinking Rating Rating 0.00 0.00 0.00 Competency Review—September Complete this section based on your direct observations and knowledge of this employee’s performance compared to the target behaviors for each job competency. In the comment sections, use specific examples to support or illustrate your rating. Comments must be given for all competencies. 0.00 Competency Conscientiousness—Reliability/Rule Following/Safety Rating Competency Conscientiousness—Work Ethic Competency Cognitive Skills—Learning/Numerical Ability Competency Customer Service Rating 0.00 Rating Rating Performance Management Purchasing Agent 1/30/2008Follow-Up Date Date Date Employee Acknowledgment By signing this form, you confirm that you have discussed this review in detail with your manager. Signing this form does not necessarily indicate that you agree with this evaluation. Employee Signature Manager Signature Action Plan/Goal If an employee receives scores of 1 or below in any competency, discuss specific areas for performance improvement and arrive at mutually agreed-upon action plans/goals for the coming performance period. Performance Improvement Plan (any areas scoring a 1 or below) Performance Management Purchasing Agent 1/30/2008Discuss with the employee specific areas for career development and arrive at mutually agreed-upon action plans for the coming performance period. Follow-Up Date Date Date Manager Signature Employee Signature Employee Acknowledgment By signing this form, you confirm that you have discussed this review in detail with your manager. Signing this form does not necessarily indicate that you agree with this evaluation.Career Development Goals Career Development Goal Action Plan Performance Management Purchasing Agent 1/30/2008Date of Hire Date Employee Signature Manager Signature Date Compensation Summary and Employee Acknowledgment Goal Review Bonus amount (if applicable) Employee Acknowledgment By signing this form, you confirm that you have discussed these changes with your manager. New base pay rate #N/A Merit increase dollar amount #N/A Type of Evaluation: Compensation Overview Current base pay rate Merit increase percentage #N/A Evaluator Review Period 0 March–September Employee Name Today’s Date 0 Performance Management Purchasing Agent 1/30/2008Behavior Low Performance Behaviors Average Performance Behaviors High Performance Behaviors Comments Score Weight Total Score # 0 1 2 3 4 1 Does not follow rules/correct procedures for performing the job; takes short-cuts or makes exceptions for certain people or situations that result in negative consequences. Adheres to rules/correct procedures for performing the job, but may take shortcuut or make occasional exceptions with minimal consequences. Consistently adheres to rules/correct procedures for performing the job; obtains supervisory approval if deviations from standard operating procedures are needed. 0.25 0.00 2 Does not complete work tasks in a timely and accurate manner. Completes work tasks in a timely and accurate manner with minimal reminders. Completes work tasks in a timely and accurate manner without the need for reminders. 0.25 0.00 3 Often misses work or arrives late without adequate justification or notification; repeatedly fails to clock in/out. Generally comes to work when expected and arrives on time; usually clocks in/out. Displays an exceptional attendance record and can be counted on to arrive at work on time; always clocks in/out. 0.40 0.00 4 Does not follow safety/security precautions and procedures (e.g., leaves doors or files unlocked) with respect to working with money/account information. Most of the time, follows safety/security precautions and procedures (e.g., locks doors or files as required) with respect to working with money/account information. Consistently follows safety/security precautions and procedures (e.g., locks doors or files as required) with respect to working with money/account information, even when it is inconvenient; instructs others to do the same. 0.10 0.00 Conscientiousness—Reliability/Rule Following/Safety Overall Rating 1.00 0.00 Conscientiousness—Reliability/Rule Following/Safety The degree to which one does what is expected of him/her, can be depended upon to adhere to one’s schedule and work requirements, and adheres to and promotes the safety procedures for all relevant domains of the job. Performance Management Purchasing Agent 1/30/2008Behavior Low Performance Behaviors Average Performance Behaviors High Performance Behaviors Comments Score Weight Total Score # 0 1 2 3 4 1 Delays the start of work and exerts a minimal amount of effort; gets distracted from tasks easily. Usually starts working upon arrival and exerts an adequate amount of effort; maintains attention to tasks most of the time. Starts work immediately and exerts an exceptional amount of effort; maintains exceptional task focus despite interruptions or distractions. 0.20 0.00 2 Avoids undesirable tasks, such as filing; treats undesirable tasks as less important. Allows undesirable tasks, such as filing, to build up but understands the importance and eventually completes. Stays on top of even the undesirable tasks, such as filing; treats all tasks as important. 0.10 0.00 3 Takes more time than should be required for completing tasks. Completes tasks within the expected time frame. Completes tasks faster than most others without sacrificing accuracy/quality. 0.20 0.00 4 Avoids opportunities to take on additional responsibilities. Accepts additional responsibilities when asked. Seeks out additional responsibilities. 0.20 0.00 5 Blames others; does not accept responsibility for mistakes made on the job. Does not blame others; accepts responsibility for mistakes when confronted by others. Does not blame others, even when others have made mistakes; informs others, openly accepts responsibility, and initiates action when he/she makes a mistake. 0.15 0.00 6 Does not maintain a clean and organized work area. Maintains a moderately clean and organized work area. Maintains an exceptionally clean and organized work area. 0.15 0.00 Conscientiousness—Work Ethic Overall Rating 1.00 0.00 Conscientiousness—Work Ethic The degree to which one displays initiative, pride, focus, and accountability, and generally works hard while on the job. Performance Management Purchasing Agent 1/30/2008Behavior Low Performance Behaviors Average Performance Behaviors High Performance Behaviors Comments Score Weight Total Score # 0 1 2 3 4 1 Says “no” to others’ requests for assistance; or provides grudging or minimal assistance. Responds to requests with relevant assistance, if little or no personal sacrifice is involved. Goes out of one’s way, within reason, to provide assistance or to obtain information for others, in spite of personal costs. 0.15 0.00 2 Passes customer questions or requests off to others; is rude or ineffective when talking to customers. Listens to customer questions or requests but may involve others instead of handling it on own; maintains one adequate style of customer service. Independently responds to customer questions or requests with professionalism and action; adapts customer service style as needed (knows when to be firm and when to concede). 0.25 0.00 3 Rarely follows up with others to ensure that requests or concerns are resolved. Usually follows up with others to ensure that requests or concerns are resolved. Proactively follows up with others to ensure that requests and concerns are always resolved. 0.25 0.00 4 Loses control and/or responds inappropriately when faced with difficult individuals. Tolerates difficult individuals and responds tactfully. Defuses and resolves a tense situation by responding to difficult others with tact, empathy, and patience. 0.10 0.00 5 Reacts defensively or emotionally to setbacks; reacts to stress by panicking or complaining to others. Most of the time, keeps emotions under control; tolerates stressful situations with supervisor assistance. Handles difficult situations or emotions with ease and composure; effectively manages stressful situations without supervisor assistance. 0.15 0.00 6 Displays an unprofessional appearance and attitude that is not representative of Monarch Beverage's image (e.g., inappropriate attire, negative attitude). Displays a moderately professional appearance and attitude, usually consistent with Monarch Beverage's image (e.g., appropriate attire, positive attitude). Displays a highly professional appearance and attitude that is exemplary of Monarch Beverage's image (e.g., appropriate attire, positive attitude). 0.10 0.00 Customer Service Overall Rating 1.00 0.00 Customer Service The degree to which one is oriented towards serving internal and external customers and actively attends to their needs with professionalism and despite difficulties. Performance Management Purchasing Agent 1/30/2008Behavior Low Performance Behaviors Average Performance Behaviors High Performance Behaviors Comments Score Weight Total Score # 0 1 2 3 4 1 Requires considerable time to learn job content (e.g., codes, terminology, procedures, rules, policies, products). Learns job content (e.g., codes, terminology, procedures, rules, policies, products) at a reasonable pace. Learns job content (e.g., codes, terminology, procedures, rules, policies, products) quickly and easily. 0.20 0.00 2 Displays difficulty with categorization and alphabetizing tasks. Adequately handles categorization and alphabetizing tasks. Excels at categorization and alphabetizing tasks. 0.10 0.00 3 Exhibits difficulty understanding basic functions in job-relevant software/tools. Understands basic functions in jobreleevan software/tools. Understands advanced functions in job-relevant software/tools. 0.20 0.00 4 Does not understand explanations or instructions; requires frequent repetition. Understands explanations or instructions if thorough or with occasional repetition. Quickly understands explanations or instructions with no repetition required. 0.20 0.00 5 Requires frequent assistance or repeatedly makes errors in numerical calculations or when entering data (or when handling money). Calculates numbers or enters data (or handles money) correctly most of the time, but requires occasional assistance/correction. Calculates numbers or enters data (or handles money) quickly and accurately without assistance. 0.30 0.00 Cognitive Skills—Learning/Numerical Ability Overall Rating 1.00 0.00 Cognitive Skills—Learning/Numerical Ability The degree to which one effectively and efficiently learns and utilizes the required job knowledge, skills, and information. Performance Management Purchasing Agent 1/30/2008Behavior Low Performance Behaviors Average Performance Behaviors High Performance Behaviors Comments Score Weight Total Score # 0 1 2 3 4 1 Requires assistance and struggles to adapt when unexpected situations arise. Shows some level of adaptability and requires little assistance when unexpected situations arise. Easily adapts to handle unexpected situations with minimal or no assistance. 0.15 0.00 2 Does not look out for preventable problems; struggles to generate approaches to solve recurring problems. Prevents typical problems; learns from experience and generates approaches to solve recurring problems. Prevents typical and uncommon problems; independently generates approaches to solve unique problems. 0.15 0.00 3 Sees only surface-level issues; does not probe or think about underlying issues/causes of problems. Identifies underlying issues/causes of problems over time, or with assistance; investigates situations with guidance. Quickly and accurately identifies underlying issues/causes of problems without assistance; goes out of one’s way (within reason) to investigate. 0.20 0.00 4 Mismanages time; misses deadlines; misjudges priorities or importance of tasks. Requires some guidance or assistance, but is able to manage time, meet deadlines, and judge the priority and importance level of tasks most of the time. Efficiently manages time, meets deadlines, and skillfully judges the priority and importance level of tasks without guidance or assistance. 0.20 0.00 5 Requires continual guidance and assistance with task completion; thinks more about individual tasks than the big-picture processes. Follows instructions for completing work; provides feedback when questioned about process efficiencies or effectiveness. Offers suggestions for process improvements; devises unique methods for handling work more efficiently or effectively. 0.15 0.00 6 Engages in routine procedures without questioning things that do not make sense; does not recognize problem situations. Occasionally questions things that do not make sense; thinks critically about commonly encountered problems. Appropriately questions things that do not make sense; thinks critically about problems even when unfamiliar. 0.15 0.00 Cognitive Skills—Planning/Problem Solving/Critical Thinking Overall Rating 1.00 0.00 Cognitive Skills—Planning/Problem Solving/Critical Thinking The degree to which one plans various steps/tasks in one’s work processes, manages time, navigates through unexpected situations, and evaluates situations from a broad perspective. Performance Management Purchasing Agent 1/30/2008Behavior Low Performance Behaviors Average Performance Behaviors High Performance Behaviors Comments Score Weight Total Score # 0 1 2 3 4 1 Does not pay attention to what others are saying. Pays attention to what others are saying. Actively listens to what others are saying and asks for clarification when needed. 0.20 0.00 2 When responding to questions, does not provide a relevant or informed response. Responds to questions, but may not always have the most relevant or informed response. Expertly responds to questions with a relevant and informed response. 0.20 0.00 3 Does not keep others appropriately informed. Keeps others informed as needed. Proactively keeps others informed at all times. 0.20 0.00 4 Does not speak clearly and logically. Speaks clearly and logically most of the time. Displays exceptional speech clarity and logic. 0.10 0.00 5 Consistently relies on one mode of communication (e.g., email, phone, face-to-face) when other modes would be more appropriate and effective for a situation. Communicates as needed, even if the most appropriate mode of communication (e.g., email, phone, face-to-face) for a situation is not always used. Accurately determines the most appropriate mode of communication (e.g., email, phone, face-to-face) for the situation; is effective across modes. 0.10 0.00 6 Makes several errors in paperwork and written communications. Makes few errors in paperwork and written communications. Accurately completes paperwork and written communications. 0.20 0.00 Cognitive Skills—Communication Overall Rating 1.00 0.00 Cognitive Skills—Communication The degree to which one is able to adequately convey and receive messages and maintain open exchanges of information through speech and writing. Performance Management Purchasing Agent 1/30/2008Behavior Low Performance Behaviors Average Performance Behaviors High Performance Behaviors Comments Score Weight Total Score # 0 1 2 3 4 1 Avoids assisting other company personnel. Provides assistance to other company personnel when specifically asked. Volunteers to provide assistance to other company personnel in spite of personal costs. 0.25 0.00 2 Displays a poor attitude and is inflexible towards changes in demands and schedule. Most of the time, displays a positive attitude and tolerates changes in demands and schedule when necessary. Consistently displays a positive attitude and quickly adapts to changes in demands and schedule. 0.25 0.00 3 Shows disrespect or a lack of understanding for diversity in people and opinions. Shows a general understanding of and respect for diversity in people and opinions. Fosters a deep appreciation for diversity in people and opinions. 0.10 0.00 4 Resists direction from authority. Accepts direction from authority. Trusts authority. 0.20 0.00 5 Appears unconcerned or unfamiliar with Monarch Beverage's mission and principles. Maintains awareness of and adheres to Monarch Beverage's mission and principles. Embodies and promotes Monarch Beverage's mission and principles. 0.20 0.00 Organizational Citizenship Overall Rating 1.00 0.00 Organizational Citizenship The degree to which one is a loyal, team-oriented employee and displays a positive attitude towards work, others, and the organization as a whole. Performance Management Purchasing Agent 1/30/2008