Buyer

Under limited supervision, performs technical work in the procurement of goods and services for the City. Work involves participating in the entire procurement process for goods and services for routine/repetitive and unique requirements of moderate complexity.

Employee is responsible for preparing purchase specifications, contacting and negotiating with vendors, and monitoring acquisitions to ensure compliance with specifications and standards. Employee is also responsible for serving as a liaison between vendors and department personnel. Reports to the Purchasing Agent.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions 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 in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Prepares formal "invitation for bids" for products and services, as well as formal "Requests for proposals" for non-professional services; participates in the entire procurement process, including, but not limited to the following: works with vendors and department personnel in the development of bid specifications and/or scope of work; prepares bid/proposal package and mailing list of potential sources; conducts pre-bid/pre-proposal conferences; receives and tabulates bids; evaluates bids to determine compliance with specifications, terms and conditions; establishes evaluation committees and interviews selected firms; develops contracts and awards bids; tracks delivery and shipping of goods.

Prepares purchase specifications and conditions to elicit competitive pricing from a variety of vendors; reviews and evaluates vendors' proposals to determine compliance with stated specifications and conditions; recommends award of purchase contract to vendor meeting rates and conditions most favorable to interests of the City.

Contacts vendors to obtain price quotations for lower priced items; follows-up with vendor on the delivery of the goods.  Meets with vendors to become acquainted with products and services available to the City.

  Maintains information on available upgrades of various products.  Updates bidders' list.

Enters requisitions in to computer system after award of contract; documents competitive procedure and results; Recommends requisitions to be released as purchase orders subject to the approval of Department Head and Purchasing Agent; reviews purchase orders for item descriptions, quantities, adequacy of specifications, estimates of cost, and compliance with City policies and procedures, trains employees on requisition system and computer.

Disposes of surplus materials through bids, auction, or transfer to other governmental agencies.  Coordinates auctions, including scheduling, advertising and maintaining records on all sales.

Handles protests of awards as necessary.

Conducts assigned public bid openings.

Purchases routine supplies, equipment and services for the City, obtaining bids and prices, ordering applicable materials and supplies, and maintaining procurement records.

Coordinates work with the clerical staff.

Files new bids and references past bids.  Maintains catalog references, personal bidders and products files.

Prepares general correspondence to vendors and department personnel.

Investigates discrepancies in invoices and purchase data.

Performs other related duties as required.

Graduation from high school, supplemented by college-level course work in business, accounting or a related field, and 1 to 2 years of purchasing experience; or any equivalent combination of training and experience which provides the required skills, knowledge and abilities.

Knowledge of modern governmental purchasing principles, methods and procedures.

Knowledge of the methods and procedures used in preparing bid specifications.

Knowledge of the formal and informal bid process.

Knowledge of modern office practices and procedures.

Knowledge of the principles and methods of inventory control and record keeping.

Knowledge of the various grades, quality standards, and sources of supply and price trends for a variety of goods and services.

Knowledge of the City's budget code system.

Ability to use popular computer-driven word processing, spreadsheet and file maintenance programs.

Ability to work rapidly and accurately with figures.

Ability to apply and interpret policies and to explain these policies to other employees and vendors.

Ability to prepare moderately complex bid specifications for a variety of equipment and services purchased by the City.

Ability to exercise independent judgment in selecting from items available and cost quotations when recommending purchases.

Ability to maintain accurate inventory and purchasing records and prepare periodic reports from these records. Is able to understand and follow oral and written instructions.

Ability to communicate effectively orally and in writing.

Ability to answer most inquiries and questions concerning purchasing independently.

Ability to exercise tact, courtesy and firmness in frequent contact with vendors and City personnel.

Ability to establish and maintain effective working relationships as necessitated by work assignments.

Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Ability of speaking and/or signaling people to convey or exchange information.Includes receiving instructions, assignments and/or directions from superiors.

Ability to read a variety of records and reports including invoices, proposals, requisitions, price quotes, correspondence, vouchers, etc.; prepare letters, requests for proposals/bids, price tabulations, price quotes, bid lists, and related reports and records, using proper format.

Ability to apply principles of rational systems as applied to purchasing principles and processes to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

Ability to record and deliver information, to explain procedures, to follow oral and written instructions.Must be able to use and interpret purchasing terminology and language.

Ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; and to determine percentages and decimals and to interpret graphs.

Ability to inspect items for proper length, width and shape.