Buyer

GENERAL DESCRIPTION:

The purpose of this position is to negotiate specifications and statement of work, price, date of delivery and other contractual provisions with suppliers. This position develops, negotiates, and administers contracts, agreements, and the acquisition of proposals. Responsible for creating solicitations and contracts while analyzing cost estimates, for purchases up to $50,000.00. This position assists the Procurement Director and Assistant Procurement Director in issuing solicitations. Additionally, is also responsible for issuing purchase orders in excess of $ 2,500.00 for the procurement of materials, equipment, supplies and services in accordance to County Ordinance.

ESSENTIAL JOB DUTIES:

To perform this job successfully, an individual must be able to perform the essential job duties satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the duties herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out but may be considered incidental in the performance of this job.

• Conducts document reviews and issues Purchase Orders.
• Performs specification writing/solicitation preparation of requests for quotes.
• Manages accounting/bookkeeping.
• Attends/facilitates pre-bid meetings, pre-construction meetings, and bid openings.
• Reviews/evaluates quote submissions for compliance with specifications.
• Conducts document preparation/reporting for County Council/Senior Staff.
• Administers contracts for purchases up to $50,000.00.
• Communicates with vendors and conducts market research.
• Assists departments with shipping/invoicing/billing/receiving.
• Performs conflict resolution (orders, vendors, departments, etc.).
• Maintains records and documentation to ensure audit compliance.
• Performs statistical analysis and reporting of workloads.
• Maintains vendor database/registration files and website.
• Processes documents and develops spreadsheets.
• Provides training and instruction as needed to ensure County Procurement Ordinance is followed.
• Prepares RFQs.
• Assists in the preparation of ITBs & RFPs.
• Attends and conducts pre-bid conferences and pre-construction meetings.
• Lists surplus on GovDeals, completes titles and bill of sales deposit payments.
• Maintains a summary list of items sold or donated.
• Handles Capital Asset Disposal Forms and maintains records of items disposed of.
• Manages credit accounts - adding and removing authorized buyers.
• Completes and submits credit applications for new accounts.
• Obtains approvals, places order, assists in activation, and troubleshoots for County cell phones and iPads.
• Runs year-end encumbrance reports and sends them to departments for review and response.
• Assists Finance in year-end closing and rolling purchase orders forward.
• Assists and advises vendors and County Staff via phone and email communications.
• Manages County P-Cards – issues new P-cards, terminates P-cards, and assists departments with processing transactions.
• Assists in monitoring purchase card purchases.
• Assists Finance in reviewing and approving P-Card purchase transactions.
• Processes deposits for miscellaneous payments, e.g., FOIA request payments, checks in lieu of bonds, GovDeals checks, etc.
• Processes procurement P-Card transactions, invoices, and balances the Procurement Department budget book.
• Assists in monitoring projects.
• Assists in the preparation of bid tabulations and paperwork to present to County Council.
• Meets with department staff to discuss vendor performance.
• Meets with vendors to correct or address issues with items purchased or contract issues.
• Researches services and vendors.
• Verifies fund availability for department purchases.
• Communicates with vendors on items not delivered or incorrect items delivered.
• Receives and responds to vendor and department inquiries, concerns, complaints, and requests for assistance.
• Assists departments with any issues they have with purchases, finding errors in their accounts, and assists with transfer forms and other requests.
• Travels to attend conferences, continuing education courses, and/or other events as required.
• Performs other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Bookkeeping/Accounting skills.

Clerical skills.

Negotiation skills.

Ability to obtain CPPB or CPPO Certification.

Skilled in public speaking. 

Knowledge of basic office equipment, policies and procedures.

Knowledge of the organization’s operations, services and policies.

Basic customer service skills. 

Ability to communicate effectively orally and in writing.

Skilled in document processing, including Excel and Word. 

Knowledge of basic office policies and procedures. 

Ability to give direction and to advise departments in the rules and requirements for making purchases. 

Ability to mediate between vendors and end-users. 

Ability to multitask.

EDUCATION AND EXPERIENCE:

Associate's degree in a related field, and three (3) years of related work experience; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities. College coursework with emphasis in procurement, bookkeeping or closely related field is preferred.

LICENSES, CERTIFICATIONS, OR REGISTRATIONS:

Required: Required to obtain CPPB Certification within 4 to 6 years of hire date.

Preferred: None.

PHYSICAL DEMANDS:

The work is light work which requires exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.   

WORK ENVIRONMENT:

Work is performed in a relatively safe and secure indoor and/or outdoor work environment; may encounter noise, weather, extreme temperatures, moisture, humidity, dust, or odors.