Senior Buyer

GENERAL SUMMARY

Responsible for the full lifecycle of complex procurement activities involving federal, state, and local funding, with a focus on Federal Transit Administration (FTA) regulations. This position manages and executes procurements for a wide variety of goods, services, and capital equipment, including rolling stock, with a high degree of independence and professional judgment. The Senior Buyer serves as a subject matter expert on public procurement policy and provides guidance to internal departments.

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

1. Manage a high-volume portfolio of complex procurements using various methods, including Invitation for Bids (IFB), Request for Proposals (RFP), Request for Qualifications (RFQ), sole source, and small purchase procedures.
2. Ensure all procurement activities and resulting contracts comply with federal, state, and local laws and regulations, particularly FTA Circular 4220.1G and other relevant requirements. Stays informed of changes to these regulations.
3. Collaborate with internal stakeholders to develop and review procurement strategies, project specifications, and scopes of work.
4. Prepare, review, and issue complex solicitation documents. Manage all aspects of the solicitation process, including posting advertisements, conducting pre-bid/proposal conferences, and facilitating evaluations for Request for Proposals and Requests for Qualifications.
5. Perform detailed cost and price analyses to ensure fair and reasonable pricing and organize pre-award audits or surveys when necessary.
6. Facilitate contract negotiations and prepare all contract award documents for review by management and legal counsel.
7. Prepare procurement files and coordinate documentation for external audits, such as FTA Triennial Reviews.
8. Administer contracts post-award, which may include monitoring contractor performance, processing, approved change orders and approved amendments, and resolving disputes in coordination with stakeholders.
9. Perform other procurement-related duties consistent with the level and responsibilities of a Senior Buyer, as assigned.

PREFERRED KNOWLEDGE, SKILLS, AND ABILITIES

• Extensive knowledge of public procurement methods, practices, and contract administration.
• Comprehensive understanding of FTA procurement regulations and requirements.
• Proven experience conducting procurements for a variety of goods and services, including complex and high-dollar value items.
• Strong analytical skills, with the ability to perform cost and price analysis.
• Excellent written and verbal communication skills for preparing bid specifications, contracts, reports, and communicating with diverse groups.
• Exceptional organizational skills with the ability to manage multiple complex projects under tight deadlines.
• High ethical standards and knowledge of standards of conduct related to public procurement.
• Proficiency with procurement software and enterprise resource planning (ERP) systems.
• Strong negotiation skills.

SUPERVISORY RESPONSIBILITIES

• Job has no responsibility for the direction or supervision of others.

FISCAL RESPONSIBILITY

• Position has limited fiscal responsibility. May assist in the collection of data in support of recommendations for departmental budget allocations. May monitor division or program/promotional level budget and expenditures.

MINIMUM QUALIFICATIONS

Required Education and Experience

• Bachelor’s degree in Business Administration, Public Administration, Economics, or related field.
• Minimum of five (5) years of progressively responsible experience in public sector purchasing, preferably with an area transit authority or other entity with FTA-funded projects.
• Experience with FTA procurements, including third-party contracting, is highly preferred an equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities may be considered.

Required Licenses or Certifications

• None

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• English grammar, spelling, and punctuation.
• Principles and practices of basic mathematics.
• Modern office procedures, methods, and computer equipment, and software.
• Grant funds as they apply to KCATA projects and solicitations.
• Contract values.
• Transit times for delivery.
• Procurement methods, policies, procedures, and FTA regulations.
• Project management principles.
• Contract administration.

Skill in:

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships.
• Performing a variety of duties, often changing from one task to another of a different nature.
• Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios.
• Critical thinking.
• Problem solving.
• Organization and time management.

Ability to:

• Meet schedules and deadlines of the work.
• Understand and conduct oral and written directions.
• Accurately organize and maintain paper documents and electronic files.
• Maintain the confidentiality of information and professional boundaries.
• Communicate effectively, both orally and in writing.
• Research and negotiate prices when applicable.
• Calculate figures and amounts in a variety of methods as required of each solicitation/project.

POSITION TYPE AND EXPECTED HOURS OF WORK

• May work in a normal office environment. Will sometimes be required to work and/or attend meetings or events in public and at all RideKC locations.
• Monday through Friday 8am until 5pm.
• Occasional abnormal hours are expected and required for specific events and to reach all employees.

TRAVEL

• Occasional travel within the metropolitan area may be required.

WORKING CONDITIONS & PHYSICAL DEMANDS

• This position is relative free from unpleasant environmental conditions or hazards and is generally sedentary. Incumbents may be required to exert up to ten pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK AUTHORIZATION/SECURITY CLEARANCE (IF APPLICABLE)

EEO STATEMENT

• KCATA is an equal opportunity employer.