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BUYER
GENERAL PURPOSE
Under general supervision, performs purchasing functions including reviewing a wide range of purchase requisitions, researching vendors and pricing, preparing bid specifications, issuing bid requests and reviewing quotations; creates purchase orders; and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS
A Buyer performs specialized and technical purchasing duties in accordance with applicable laws, policies, procedures and guidelines. Assigned work requires broad knowledge of the functions applicable to municipal purchasing and procurement activities and the ability to solve routine to moderately difficult problems.
Employees in this class typically report to the Information Technology and Purchasing Manager.
A Buyer is distinguished from a Senior Buyer in that an incumbent in the latter class oversees the day-to- day operations of the department and performs purchasing duties associated with lower -volume/higher- dollar items involving more complex, non- routine purchasing actions and requiring significantly more analytic effort to determine item value and quality.
ESSENTIAL DUTIES AND RESPONSIBILITIES
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.
1. Processes purchase requisitions, competitive quotes, various contracts and bids; review s incoming requisitions for departmental authorization, appropriateness of requested items or service and verifies availability of funds.
2. Conducts research to identify potential sources and vendors for specifi ed products; obtains price quotes and data on comparative price, quality, availability, terms and delivery; performs price, cost and value analyses of bids, quotes and proposals to determine which responses best suit the City’s needs; prepares documentation and awards contracts; places orders for materials and supplies with lowest responsible bidders and sources of supply; ensures procurement actions comply with policies/procedures and directives.
3. Identifies vendors and checks master vendor list to assign correct vendor numbers; enters new vendor data and updates accordingly; communicates with vendors and City departments regarding deliveries, order adjustments, payments and procedures; maintains vendor resource lists and provide s primary expediting functions.
4. Executes change orders an d amendments to purchase orders, contracts and vendors to ensure timely delivery and appropriate quality and quantity of materials and supplies.
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5. Prepares and maintains files for purchase orders, contracts, bids and other documents in a timely and accurate manner and in auditable condition.
6. Interprets, explains and provides technical expertise and guidance to City staff, contractors and vendors in the acquisition of service, equipment and supplies including the development of technical specifications, procur ement policies and procedures and other procurement issues; analyzes emer - gencies accurately and quickly and takes effective courses of action.
7. Organizes and presents analytical data and reports to support purchasing and contracting activities and make sound business decisions or recommendations.
MINIMUM QUALIFICATIONS
Knowledge of:
• Practices and techniques of public agency budgeting, maintenance of public records and purchas - ing, including competitive bidding procedures.
• General types and sources of products, commodities and supplies used by a city. • Basic risk-management policies as they pertain to vendor insurance requirements. • Research and data analysis techniques.
• 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 Engl ish usage, including spelling, grammar and punctuation.
• Safety policies and safe work practices applicable to the work. • Uses and operations of computers, standard business software and specialized database and spreadsheet applications.
Ability to:
• Perform a variety of functions and procedures used in the purchasing and contracting of City supplies, services and equipment.
• Evaluate contract, agreement and bid language and related documents and make sound recom - mendations for improvement.
• Expedite and prioritize purchasing transactions, deliveries and requests for services as needed. • Organize, set priorities and exercise sound, independent judgement within areas of responsibility. • Make arithmetic and statistical calculations and perform basic cost accounting quickly and accurately.
• Maintain auditable bid files and records and prepare reports and presentations. • 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.
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• 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 two years of progressively responsible purchasing and contracting experience; 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.
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, handle, feel or operate objects, tools or controls; reach with hands and arms; perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 10 pounds unaided. Specific vision abilities required for this job include close vision, distance vision, use of both eyes, depth perception, color vision and the ability to adjust focus.
Mental Demands
While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathe - matical reasoning; observes and interprets people and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interruptions and multiple concurrent tasks; and interacts with others encountered in the course of work.
WORK ENVIRONMENT
The employee works in an office environment where the noise level is usually quiet.
FLSA Exemption Status: Nonexempt
Employee Unit: Rialto City Employees Association
Job Family: Finance
Date Class Established: 1/11/22