Senior Buyer

General Statement

Under direction, acquires complex services, supplies and materials utilizing the formal bid process for services with a dollar value of more than $10,000 and materials, supplies and equipment with a dollar value of more than $25,000.

Essential Job Functions

Essential job functions are fundamental, core functions common to positions in a classification. They are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are designed to be descriptive and not restrictive, incumbents may complete one or all of the job duties listed or tasks of similar kind not specifically listed here.

• Works with departments to plan, organize, coordinate, review, and prepare specifications and contract documents in accordance with the District’s Purchasing Act and internal policies and procedures.
• Assists requesting departments in preparing technical specifications, scopes of work and qualification requirements.
• Reviews and recommends changes to contract documents and specifications, invitations to bid, requests for proposals, requests for quotations, and expressions/qualifications of interest prior to advertising to the public.
• Identifies potential sources for materials, supplies, equipment and services.
• Conducts pre-bid and pre-proposal conferences as needed for contracts and requests for proposals.
• Evaluates and analyzes competitive sealed bids, competitive sealed proposals, requests for quotations and requests for statements of interest/qualifications; tabulates complex bids.
• Engages in competitive negotiations with consultants regarding scope of work, prices and terms and conditions.
• Participates in and coordinates the activities of evaluation committees for requests for proposals and statements of expression of interest; assists evaluation committees in applying purchasing policies and procedures to ensure the justification documents support the recommendation to award.
• Reviews and executes purchase orders, change orders and cancellations of requisitions as necessary.
• Participates in planning and improving procurement processes including any changes to the ERP system, or website enhancements; participates in testing of any system enhancements related to the purchasing function.
• Establishes outline agreements for sole source purchases.
• Serves as a liaison between District users and suppliers of goods and services; resolves quality discrepancies, contacts users regarding substitutions, provides product or service advice; arranges for demonstrations and interviews salespersons.
• Maintains product awareness in assigned areas of commodities.

Other Job Functions

• Prepares and/or reviews addenda and all correspondence related to the contract documents, requests for proposals, purchase orders or deliveries for conformance to bidding requirements and conditions.
• Maintains files and scan bids & contract documents as required.
• Sources and reviews small dollar value requisitions when needed; conducts and/or assists bid and request for proposal openings as required.
• Generates and compiles data for departmental related reports or documents relating to the purchasing functions.
• Assists in the resolution of invoice discrepancies, contacts vendors to follow up on purchase orders issues, and expedites delivery as required.
• Prepares Board letters announcing contract awards and assorted purchasing documents.
• Initiates the sale of scrap or surplus material.
• Performs other duties as assigned.

Environmental Conditions

Work is performed in a typical office environment and requires the use of standard office equipment including computers.

Desirable Knowledge, Skills and Abilities

• Knowledge of generally accepted purchasing principles, practices, procedures, and statutory requirements applicable to large scale governmental purchasing.
• Knowledge of contract development and administration.
• Knowledge of supply sources for a wide variety of materials, supplies and equipment utilized by the District.
• Skill in performing routine to moderately complex mathematical computations and tabulations related to the procurement function.
• Interpersonal skills.
• Ability to assist in the planning and supervision of purchasing activities.
• Ability to communicate effectively, orally and in writing.

Minimum Qualification Requirements

Graduation from a four-year accredited college or university majoring in business or public administration or a related field and four years of experience in purchasing materials, supplies and equipment as a prime duty.

Substitution

Additional experience in purchasing materials, supplies and equipment as a prime duty may be substituted for the required education on a year-for-year basis. Graduate study in the designated fields may be substituted for the required experience on a year-for-year basis to a maximum of two years.

Promotional Requirement

• Two years of service with the District as a Buyer.
• Civil service status as a Buyer.