Buyer, Business

Overview

Shift - 7:30am - 4:30pm

IDENTIFYING INFORMATION
Job Title:
Classification Level:
Buyer P T-7

Reports to:

This position's responsibilities under general direction from the Purchasing Manager are to exercise discretion and independent judgment in procuring materials, equipment, and services for the District; provide follow-up for less complex procurements to assure that customer needs are met; monitor less complex procurements for compliance with all applicable regulations and guidelines including state laws, School Board policies, Superintendent-approved procedures and establish best practices for procurements;

prepare memorandum for records and contract files, prepare post-award modifications and reports for procurements; evaluate material qualities and prepare specifications.

• Develops contract documents, commits purchase/delivery orders and monitors contracts and purchase orders; authorizes vendor payments.
• Coordinates procurement processes for formal bids, Requests for Proposals and quotes as well as informal quotes for Small Works program; assures that competitive solicitations are advertised as appropriate; conducts pre-bid and pre-proposal conferences; conducts bid openings; prepares bid tabs; prepares correspondence notifying successful and unsuccessful vendors; prepares draft responses to vendor protests for review by department management and Legal Counsel; works with department support staff to assure that contract checklists are completed and that all required documentation is in contract file.
• Evaluates and recommends award of competitive bids and proposals for the district.
• Analyzes and reviews purchasing requests to ensure completeness, accuracy, and conformance to established standards and guidelines; determines and executes resolution of issues to ensure that customer requirements are met; analyzes computer-generated order and modifications by customers for purchases of supplies, materials and services; ensures that procurements are compliant with all applicable regulations including state laws, School Board policies, Superintendent-approved procedures and established best practices for procurements.
• Researches product data and prepares specifications and other technical materials; reviews and executes requests for construction, maintenance, operations, education and general supplies, services and equipment; works with customers to determine best values for purchases.
• Serves as liaison for principals, program managers and supervisors regarding purchase requests; ensures that budget exists for purchases within computerized system; initiates change orders and supplemental agreements.
• Develops and maintains supplier source lists; assists in implementing vendor on-line contracting programs; responds to customer requests and inquiries.
• Uses on-line electronic sources for buying, reporting vendor evaluation and planning; maintains current knowledge of new products and market changes which affect procurement planning; monitors trends affecting purchasing procedures and techniques; attends training sessions and conferences to enhance procurement expertise and skills within the procurement and materials management profession.
• Maintains expertise in assigned purchasing areas and maintains working knowledge of other purchasing areas; cross trains with other department staff; provides backup to other department staff as requested by department management.
• Establishes and maintains the district's computerized fixed asset inventory system including the surplus file; enters new additions and locations into the file; determines annual schedule for physical inventory; produces fixed asset inventory reports.
• Prepares monthly listing of fixed assets for District locations scheduled for physical inventory update; enter adjustments and transfers to the file.
• Establishes and maintains the district's computerized bid and contract system; enters new additions and stakeholders to the file; determines the annual solicitation schedule and provides reports on future acquisitions.
• Demonstrates continuous effort to improve operations, decrease turnaround time and streamline work processes; works cooperatively and jointly to provide quality, seamless customer service; keeps department management informed of activities and provides reports to department management as requested.
• Perform other duties as assigned.

The essential functions listed above are not exhaustive and may be supplemented as necessary. The position may perform a variety of non-essential functions consistent with the scope and intent of the position.

Minimum Qualifications

Education and Experience

• BA Degree in related field and three (3) years of purchasing experience in a large public or private agency which has included experience with computerized financial/purchasing systems and procurement auditing methods.
• Equivalent relevant combinations of education and work experience that demonstrate the knowledge, skills,…