Purchasing & Contracting-Buyer II

Job Description

Under general supervision, the Buyer II performs administrative work involved with assisting the Director of Purchasing and his/her authorized representative(s) in the preparation of federal and non-federal funded bid solicitation documents considered moderate to complex and technical specifications for the purchase of commodities, supplies, services, construction and related projects. Under general direction, the employee will process daily requests for purchase forms, reviews payroll related documents and conducts labor interviews associated with federally funded projects, schedules and conducts daily meetings, prepare addendums and maintain proper documentation on same. Employee makes decisions on a daily basis, ranging from moderate to complex while ensuring compliance with federal, state, and local procurement laws. This is a fast-paced environment that requires the employee to have daily contact with other departments and the private sector requiring courtesy, tact, and diplomacy.

Job Responsibilities

1.Coordinates and executes formal and informal requests, of a moderate to complex nature, for purchase, service, supply, professional services, construction and related projects.

2.Prepares competitive sealed bids, competitive sealed proposals, and request for statements of qualifications.

3.Reviews requisitions, of a moderate to complex nature, and ensures that a competitive environment has been created on daily requests for purchase forms.

4.Responsible for the review and determination of acceptable price quotes, documentation, and follow-up to complete purchase commitment.

5.Negotiate terms and conditions offered by each supplier, vendor and/or contractor, and perform value analysis of available alternatives for use in final selection and commitment for products and/or services.

6.Develops specification requirements and reviews scope of work. Obtains pricing, inquires on availability of items(s) and/or services and prepares recommendation for Director's review and approval.

7.Remain current and ensure compliance with new legislation, the procurement and contract laws, policies and procedures associated with city, state and federal requirements and educates department representatives in complying with the same.

8.Prepare reports and/or records of a recurring nature and assembling information from a diversity of sources. Prepares reports and business correspondence.

9.Responsible for the review and determination of acceptable price quotes and follows-up to complete purchases. Maintains contact with vendors to assure compliance with specifications, price and delivery agreements, expedites deliveries when necessary.

10. Employee is expected to resolve problems and use analytical skills essential for timely conflict and contract resolution. Seek root causes of problems, recommend/implement solutions.

11. Responsible for conducting employee field interviews on federally funded projects. Employee will review and verify job classifications, wage rates, and conformity with the labor standards set by the Department of Labor.

12. Initiates all correspondence with respective contractor(s) reference any payroll discrepancies and will maintain proper documentation expediting compliance.

13. Ensures proper execution of forms required by funding agencies.

14. Ensures that vendors, contractors, and sub-contractors maintain proper insurance types and amounts depending on the work involved per project.

15. Ensures contractor compliance with bonding requirements.

16. Documents and monitors supplier/contractor performance are in conformance to contract requirements.

17. Prepares project meeting agendas for project start up, complete project close-out procedures, and document lesson's learned.

18. Researches market trends obtaining pricing, ascertaining the quality level of items and/or services to be purchased.

19. Develops appropriate performance improvement plans by coordinating action plans with vendors, suppliers and/or contractors, in addition to City department representatives (as necessary).

20. Supports cost management initiatives and activities, as well as, assist in the management of projects that are geared towards improving the procurement process of new commodities and/or services.

21. Leads and assist buyer(s) to perform sourcing/bidding activities for the procurement of requisitions.

22. Assists with the development and update of the Purchasing and Contracting Department's processes, policies, procedures, and training programs. (Procurement Card Program, Purchasing Policies and Procedures Manual, etc.)

23. Leads and assist with training initiatives geared for vendors, suppliers, contractors, sub-contractors, department representatives, internal department representatives etc. (training of procurement software use,

solicitation software, vendor management software, policies & procedures etc.)

24. Employee assists the Director and/or Assistant Director of Purchasing and Contracting, on special projects and assignments.

25. Assists Director by performing other related work duties/activities, as assigned, to enhance the overall operations and services of the department.

26. Position requires driving.

27. Performs other clerical and administrative work as assigned.

Knowledge, Skills and Abilities

Minimum Requirements - 1. Job requires a Bachelor's degree in Business or related field. A Master's degree is preferred. Employee may substitute four (4) years of procurement and contracting experience with a public entity in lieu of Bachelor's degree.

2.Job requires two (2) years job related work experience in purchasing and contracting for a public entity.

3.Preferred Certifications: Certified Public Procurement Officer (CPPO), Certified Professional Public Buyer (CPPB) issued through the Universal Public Procurement Certification Council (UPPCC).

4.Job requires a current, valid Texas Class C driver's license.

5.Must be proficient with MSWord, Excel, Acrobat, MS Outlook and MS PowerPoint.

6.Must be capable of learning software operation quickly such as: Paramount, Procureware, Microsoft Dynamics, and/or other software utilized by the department.

7.Ability to read, analyze and interpret general business procurement reports.

8.Must be able to multi-task, prioritize work, manage time efficiently using self-initiative, must oversee assignments through completion using mature judgment, while maintaining a clear path towards goals and objectives while being interrupted constantly. Must have a high degree of retention skills.

9.Must possess the ability to respond to inquiries or complaints from outside organizations, customers, or citizens in a timely and professional manner.

10. Must be able to prepare reports and business correspondence.

11. Must be customer-service oriented, have a customer friendly attitude and professional appearance at all times.

12. Must be capable of working well with administrators, internal department, external departments and staff to maintain relationships within the division and of services.

13. Must be able to work effectively in a fast-paced environment, while being mindful of stringent schedules, to produce accurate and satisfactory results.

14. Must be able to establish and obtain operating goals and objectives.

15. Must be able to communicate effectively, at all levels, both orally and in writing

Physical Requirements

1.Employee works under standard working conditions with little hazard to health or body and adequate lighting, heating, ventilation, etc.

2.Job generally requires little or no physical effort, little movement and infrequent lifting items weighing less than 20 lbs.

3.Job occasionally requires some moderate physical effort, driving, walking, and climbing on some un-level ground when conducting employee interview at various project construction sites.

4.Employee is required to visit other City facilities to attend pre-bid, bid opening, and pre-construction conferences.

Additional Information

1.This position has no supervisory responsibilities over others.

2.This is a safety sensitive position subject to random drug and alcohol testing.

3.Assist as assigned, to be engaged during hurricane and other emergencies.

4.Assists as needed to include working on irregular, night, weekend and/or holidays.

Disclaimer

This job description summarizes essential job functions and minimum job requirements for entry level work and typical duties illustrative of the type of work customarily assigned and performed in this position. However, this job description does not represent every aspect of the job nor does it guarantee permanent employment, as all positions with the City of McAllen are employment at will positions. Job descriptions are subject to periodic updates and modifications. The City reserves the right to change work assignments and other aspects of a job. The City of McAllen is an Equal Employment Opportunity Employer, and does not tolerate unlawful discrimination or harassment based on race, color, sex, religion, national origin, age or any other protected status under applicable federal, state or local laws.