Position Summary Benefits Supplemental Questions
Under direction, this position performs work in the procurement of materials and services on a countywide basis. The position assists in the administration of Walworth County's centralized purchasing program, in compliance with all applicable statutory regulations, policies, and procedures relative to public procurement.
Work Hours: 7:00 a.m.
Hours Per Shift: 8
Shifts Per Pay Period: 10
Position FTE: 1.00
Applications are being accepted from current County employees as well as members of the public.
Essential Duties and Responsibilities:
This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.
Coordinate and administer the county's centralized procurement program, including Request for Bids; Request for Proposals; Request for Quotations; Cooperative Procurements; and Waiver of Competitions in accordance with federal guidelines, Wisconsin State Statutes, County ordinances and administrative procedures.
Contract for the purchase of a wide variety of supplies, equipment, materials and services. Determine the appropriate procurement method. Administer the suitable procurement process in a fair and transparent manner.
Confirm departments have performed appropriate market research regarding goods, services and/or equipment to purchase. Provide guidance and assist departments with research as appropriate to determine the most effective purchasing strategies.
Conduct multi-department and cooperative procurements that meet the needs of the participants and utilize economies of scale. When applicable, conduct multi-department cost analysis and make the appropriate recommendations.
Provide guidance and assist departments with developing specifications, scope of services and developing the evaluation criteria for formal solicitation.
Review requisitions for completeness, accuracy, cost effectiveness, and adherence to County policies and procedures.
Coordinate and conduct the distribution of solicitation documents, internal and external communications, pre-bid/proposal conferences and solicitation opening. Perform a quality review of and/or evaluation solicitation responses, as appropriate. Verify compliance of insurance coverage and bonds as required.
Act as the contract administrator for assigned countywide programs/contracts. Manage programs in partnership with vendors.
Develop and provide associated trainings to staff as requested by departments. Assist departments in resolving business disputes. Run reports, manage usage, and audit records as appropriate.
Maintain project files for projects that are assigned including the ongoing acquisition of required documentation (insurance certificates, W9 forms, etc.) and completion of suspension/debarment searches, when necessary prior to awarding a contract to a potential vendor.
Conduct contract negotiations, improved prices, and terms and conditions with vendors, as appropriate. Prepare detailed contract documents, amendment and notices to vendors for assigned contracts/categories.
Assist assigned departments with contract compliance and monitoring of vendor performance. Investigate and resolve complaints and report to purchasing supervisor when appropriate.
Provide assistance for the testing of the purchasing/contacts modules of the ERP software (Tyler Munis) in regards to enhancements and upgrades.
Provide input in the development, implementation and revision of county ordinances and administrative procedures related to procurement and submit to the purchasing supervisor for consideration.
Perform detailed inspection, reading, editing and verifying of documents. Prioritize and analyze data.
Establish and maintain effective working relations with co-workers, departments, vendors and governmental agencies.
Prepare oral and written reports and represent the division at various meetings and committees, as required.
Assist the other buyer as a backup.
May take project assignments and/or direction from either the senior buyer, purchasing supervisor or purchasing manager.
Demonstrate a commitment to county safety and risk management efforts.
Contribute to the overall success of Purchasing Division by performing all other duties and responsibilities as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
Associate's degree in business, public administration, business law, finance, purchasing, or a closely related field or formal preparation equivalent to a two-year program and two to three years of relevant prior experience; or an equivalent combination of education and experience. Experience with public sector purchasing desired.
Essential Knowledge and Abilities
Work independently in the absence of supervision.
Ability to coordinate and prioritize multiple activities.
Knowledge of market research methods and available tools.
Knowledge of the principles and practices involved in government purchasing, contract management, and the environment in which it functions.
Ability to calculate figures and amounts such as discounts, interest, proportions and percentages as well as the ability to apply basic algebra and geometry concepts to calculate area, circumference, volume and/or land measure.
Ability to communicate and implement internally and externally focused policies and procedures within the public sector environment.
Ability to analyze data, make the appropriate recommendations, and resolve problems.
Ability to devise, test and compute mathematical formulas for the evaluation of bids and proposals.
Ability to plan, organize and effectively present ideas, concepts and recommendations, both orally and written formats.
Ability to utilize spreadsheets, word processing and automated procurement applications.
Ability to locate and interpret internal and external policies and procedures.
Certificates, Licenses, Registrations and Other Special Requirements
Valid Wisconsin driver license.
Proof of minimum auto liability insurance coverage.
Certified Public Procurement Officer (CPPO); Certified Professional Public Buyer (CPPB); or NIGP Certified Procurement Professional (NIGP-CPP) preferred.
Interactions & Communication
Provides specialized information and/or recommendations to others regarding an area of expertise.
This position has authority to make decisions that are consistent with policies and procedures; supervision and managerial direction is available as requested. These decisions directly impact performance in the job and/or the work unit within the department and information is provided with additional research and observations which contributes to the decision making process.
Thinking & Problem Solving
In relation to established procedures, protocols and policies of the County, challenges and problems occurring in this position must be addressed within broader, department-wide procedures and practices.
Tools & Equipment Used
Telephone, Calculator, Computer/Printer, Copy Machine
Software Packages Used
Tyler Munis Financial ERP System Microsoft Office 365
DocuSign Online Marketplace
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to talk or hear.
The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
Selection Process: TO INCLUDE:
Formal Walworth County Electronic Application
Education & Experience Review
Verification of Driver License
Oral Department Interview
Post Offer Physical Exam
Other job related tests may be required.
Walworth County Judicial Center