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HomeMy WebLinkAboutBuyer, SeniorPage 1 of 2 City of Georgetown JOB DESCRIPTION Job Title: Buyer, Senior FLSA Category: Non-Exempt Effective Date: 10/01/2012 Revision Date: 01/29/2016 SUMMARY: Performs specialized purchasing work in the acquiring of materials, equipment, supplies and services on behalf of the City in accordance with prescribed guidelines, regulations and procedures. Reviews and analyzes purchase requisitions, investigates and develops sources of supplies, prepares bid specifications, issues bid requests and reviews quotations. Interprets purchasing procedures to departments and vendors, as a specialist in assigned categories, which require a degree of technical knowledge. ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:  Processes complex and/or unique purchasing transactions in accordance with state and federal statutes, and within prescribed guidelines, regulations and procedures.  Participates in identification of suppliers by researching product availability; educates and familiarizes new suppliers with the City’s procurement policies and regulations.  Manages complex bids and solicitations by exercising final authority on determining formal solicitation type, reviewing and writing bid specifications, conducting bid openings, and reviewing and analyzing bids submitted by vendors for best value and responsiveness to the City.  Manages RFP evaluation processes, and coordinates among evaluation team members, vendors and final contract negotiation team.  Researches, prepares, evaluates and awards solicitations, both formal and informal, for all City departments.  Interprets purchasing procedures to departments and vendors in order to assist them with meeting all guidelines and policies during procurement activities.  Reviews and evaluates cooperative and group contracts to ensure that all guidelines are observed and the best value is obtained.  Works extensively online with the City’s financial system and Purchasing bidding website to process procurements, register vendors, post and award solicitations, research historical information, and perform other purchasing activities.  Conducts periodic audits of contracts to ensure compliance with contract requirements, terms, conditions, and billing; prepares audit reports when necessary to document any contract deficiencies, submits written notification of deficiencies to vendor ; resolves any discrepancies between contracted parties, and monitors timely renewals, accurate insurance documentation, escalations, etc.  Trains and assists City personnel on procurement policies, procedures and processes; training Purchasing department employees on all aspects pf purchasing, credit card administration and telecommunications; provides training to warehouse staff as appropriate.  Administers the Credit Card Program to include but not limited to, advising cardholders on policy and credit card usage, processing new applications, adjusting limits, providing for cancellations and renewals, and maintaining accurate records; serves as part of evaluation team in selecting the issuing bank.  Manages the City’s Telecommunications program to include but not limited to, procurement of communication devices, maintaining records of devices to include contact number and communication stipend records, both personal and City owned for staff, and acting as liaison with wireless provider for services and equipment; audits invoices in conjunction with Accounts Payable; reviews contracts for compliance and best value.  Reviews and processes requisitions in the City’s FIS; audits requisitions for compliance with State statutes and City policies; ensures compliance with HUB statutory requirements; ensures approval by authorized signer(s).  Provides information and assistance in budget preparation.  Makes recommendations for annual contract awards.  May monitor legal and regulatory requirements pertaining to purchasing. Page 2 of 2  May initiate and approve local and emergency purchases.  Serves as backup to the Purchasing Manager and Warehouse Superintendent.  Performs other duties as assigned. MINIMUM QUALIFICATIONS: Education, training and Experience Guidelines Bachelor’s degree from an accredited college or university Business Administration, Finance or a related field. Three years of full-time experience in purchasing, procurement or contract administration. OR High School diploma or equivalent. Five years of full-time experience. Knowledge of:  Purchasing practices and procedures.  Applicable statutes, ordinances and codes.  Automated purchasing systems.  Accounting and budgeting processes as they relate to purchasing transactions.  Tabulating evaluating, awarding and tracking procurement activities  Specification development and writing.  Contract law, terms and conditions. Skill in:  Resolving and enforcing contractual obligation.  Contract development.  Cost/price analyses.  Negotiation and mediation.  Resolving contractual issues.  Communicating effectively, both orally and in writing.  Preparing and analyzing complex technical specifications and bids.  Reading product specifications, catalogs.  Writing specifications, reports, letters and memos.  Performing mathematical calculations to review and compile information on invoices, and purchase orders, and bids.  Evaluating alternative selections for products according to quality and price.  Establishing and maintaining effective working relationships. LICENSES AND CERTIFICATION REQUIREMENTS Valid Class C Texas driver’s license Certified Texas Purchaser (CTP) certification. PHYSICAL DEMANDS AND WORKING ENVIRONMENT Standing, sitting, walking, lifting, carrying, pushing, pulling, reaching, handling, fine dexterity, crouching, bending, vision, hearing, talking, use of foot controls.