Senior Buyer

Classification Definition

Under general supervision, leads and participates in the work of the Purchasing Division of the Administrative Services Department; performs a wide variety of complex, specialized and technical purchasing and procurement duties related to the acquisition of goods, services and equipment; oversees the City supply warehouse; and performs related duties as assigned.

A Senior Buyer is the advanced journey and working lead-level classification in the Buyer series. In addition to performing the full range of journey-level and advanced skilled duties, incumbents serve as the working lead person of other purchasing and warehouse staff, coordinating and overseeing their work and providing guidance and training as they carry out their duties. Incumbents work with limited supervision, and work requires discretion in carrying out responsibilities independently, with a thorough understanding of purchasing policies, procedures and customer service issues.

This position typically reports to the higher-level management and provides lead work direction to Buyers, Warehouse Assistants, and other lower-level clerical staff.

Essential Duties and Responsiblities

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Leads, provides work guidance and direction and participates in the work of unit/crew members; participates in scheduling, assigning and monitoring work of other employees for completeness, accuracy and conformance with City and departmental standards; provides information, instruction and training on work processes, proper uses of equipment and safe work practices; provides input to supervisor on employee work performance and behaviors; estimates personnel, equipment and material requirements for assigned jobs; may order work materials and supplies; assists in ensuring a fair and open work environment in accordance with the City's commitment to teamwork, mutual trust and respect.

• Receives and evaluates purchase requests and purchase orders for the procurement of supplies, equipment, materials and services; confers with managers and supervisors to obtain required information and develop clear, concise, comprehensive and accurate product and service descriptions for inclusion in specifications, scope of work statements, purchase orders and contracts/agreements for services; ensures competitive solicitation is performed when applicable; determines best method of procurement, consistent with applicable laws and regulations and City policies and procedures.

• Oversees and approves the creation of new vendors in the vendor database; reviews and approves year-end procurement accounting including carryovers and closeouts of purchase orders and blanket purchase requests; ensures vendor performance is documented in the system for future evaluation and eligibility.

• Maintains and renews blanket purchase orders; reviews blanket orders annually for appropriateness of vendor, commodity, authorized users and cost limits.

• Oversees the drafting, assembling, distributing and tracking of Requests for Proposals, Requests for Quotations and other formal vendor solicitations; attends pre-bid briefings and formal bid openings; assists City departments and staff in the preparation of Scope of Work documents; tabulates bidder ratings following established policies and procedures; notifies bidders of results; and facilitates formal appeals process.

• Oversees the administration and inventory of a variety of purchasing and facilities-related equipment programs including mobile phones and devices.

• Researches, compiles and prepares statistical reports and studies; performs cost-benefit and other types of analysis; prepares and maintains documentation of all procurements.

• Keeps abreast of purchasing and contract related regulations, practices and trends.

Minimum Qualifications

Knowledge of:

• Principles, practices and techniques of public agency budgeting, maintenance of public records and purchasing, including competitive bidding procedures.

• General types and sources of products, commodities and supplies used by a city.

• Policies and practices of risk management as they pertain to contractor/vendor insurance requirements.

• Methods, practices and techniques of contract administration.

• Methods, tools and practices in conducting purchasing trend, forecasting and related analyses.

• Customer service practices and telephone communication etiquette.

• Federal and state laws and regulations and City policies and procedures governing purchasing and contracting activities.

• Negotiation, mediation and conflict-resolution skills.

• Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.

• Safety policies and safe work practices applicable to the work.

• Records management, recordkeeping, filing and basic purchasing practices and procedures.

• Uses and operations of computers, standard business software and specialized database and spreadsheet applications.

• Basic principles and practices of employee supervision.

• Basic knowledge of City human resources policies and labor contract provisions.

Ability to:

• Assign and inspect the work of purchasing and warehouse personnel.

• Perform a high volume of routine and complex purchasing duties for the acquisition of a wide variety of goods, services and equipment.

• Develop and implement sound, cost-effective and efficient purchasing standards, processes and procedures.

• Evaluate contract, agreement and bid language and related documents and make sound recommendations for improvement.

• Expedite and prioritize purchasing transactions, deliveries and requests for services as needed.

• Represent the City effectively in negotiations and dealings with the public, vendors and contractors.

• Operate a computer, standard business software and a variety of computer software programs and databases related to area of assignment.

• Reach sound decisions in accordance with City policies and procedures.

• Prepare clear and accurate reports, documents, data entries and files.

• Communicate effectively, both orally and in writing.

• Understand and follow written and oral instructions.

• Establish and maintain effective working relationships with all those encountered in the course of work.

Education, Training and Experience: A typical way of obtaining the knowledge, skills and abilities outlined above is:

Graduation from an associate degree program and four years of progressively responsible experience in professional procurement, at least two of which in a governmental environment; or an equivalent combination of training and experience. Experience in a public agency is preferred.

Licenses; Certificates; Special Requirements:A valid California Class C driver's license and the ability to maintain insurability under the City's vehicle insurance program.

Supplemental Information

Certified Professional Public Buyer (CPPB) or comparable certification is preferred.