Buyer/Contract Specialist I/II

Summary

This Buyer/Contracts Specialist I/II opening is with the Behavioral Health Department. Primary focus of the unit is Development, Review, and Processing of Department contracts (largely service based). Desired attributes include proficiency in Word and Microsoft Office Suite, articulate and professional writing skills, detail oriented, resourceful and effective time management. Experience in Contracts, Requests for Proposal, and the Public Sector is a plus. Please apply today!

Note: A training and experience evaluation may be utilized to determine an applicant's ranking among qualified candidates. Based upon information provided in this application including responses to supplemental questions, an applicant's education, training and experience (full-time equivalent) may be evaluated. Applicants should provide thoughtful and thorough responses to supplemental questions as they play an important role in this recruitment process. All qualifying work experience that is described or included in responses to supplemental questions MUST also be included and detailed in the "Work Experience" section of this application. "See Resume" is not an acceptable response for any supplemental question.

FLSA: Non-Exempt

DEFINITION

Under immediate (Buyer/Contracts Specialist I) or general supervision (Buyer/Contracts Specialist II), performs a variety of procurement duties, including purchasing and expediting materials, supplies, and equipment for use by County departments; provides technical support, information, and assistance to County departments regarding purchasing specifications and contract requirements; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives immediate (Buyer/Contracts Specialist I) to general (Buyer/Contracts Specialist II) supervision, from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Buyer/Contracts Specialist I- This is the entry-level classification in the Buyer/Contracts Specialist series. Initially under close supervision, incumbents learn and perform routine purchasing, expediting, contracting, and solicitation while learning County policies and procedures and the various commodities and suppliers. As experience is gained, assignments become more varied and complex; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the Buyer/Contracts Specialist II level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Buyer/Contracts Specialist II-This is the journey-level classification in the Buyer/Contracts Specialist series. Positions at this level are distinguished from the Buyer/Contracts Specialist I by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

This class is distinguished from the Senior Buyer/Contracts Specialist in that the latter performs the more complex work assigned to the series and serves in a lead capacity over assigned lower-level staff.

Positions in the Buyer/Contracts Specialist I/II class series are flexibly staffed; positions at the II-level may be filled by advancement from the I-level; progression to the II-level is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the II-level.

Essential Job Functions

Typical functions may include any of the following tasks, knowledge, abilities, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks. Some duties, knowledge, and abilities may be performed in a learning capacity for entry-level (I Level) positions.

• Reviews, examines, and processes requisitions, purchase orders, and other related documents, including contracts and bid recaps, to ensure compliance with established purchasing procedures, and to confirm funding availability; provides guidance to County departments on contracting and purchasing policies and guidelines.
• Initiates solicitations as assigned, including requests for proposal and sole source requests to provide materials and services; facilitates pre-proposal meetings; coordinates and participates in the evaluation of submittals; drafts and reviews terms and conditions of agreements with legal and contractual requirements; reviews and executes contracts; administers and manages contracts ensuring compliance with all requirements.
• Coordinates with vendors and uses department staff to research and evaluate information required to prepare specifications.
• Contacts vendors and contractors to obtain product, service, and insurance information; negotiates and resolves issues with contract terms and deliverables.
• Prepares requests for proposals, specifications, and bid packages for the purchase of equipment, materials, and supplies; obtains verbal or written price quotations; analyzes bids, recommends award, and prepares necessary documentation; negotiates terms and administers varied service contracts.
• Places orders and negotiates with vendors; expedites purchase orders, determines, and follows up on exceptions, issues, and problems; works with departments to reconcile invoices.
• Manages the County’s surplus store; organizes the site for sale to the public; oversees delivery of surplus items from County departments; sets-up and manages the public auctions for fixed assets.
• Provides information and guidance to County departments regarding their purchasing needs, specifications for services, supplies, and equipment, and computerized purchasing system.
• Reviews contracts, amendments, and MOU’s for County departments; ensures accuracy and scope of work represents services to be provided and follows set policy guidelines of County, State or Federal requirements.
• Assists departments in creating contract templates for a variety of contracts including expense, revenue, and non-financial.
• Monitors databases to track each department's purchasing information, including completed purchase orders, open contracts, bid lists, capital items, vendor quotes, and vendor evaluations.
• Monitors developments in the purchasing field and recommends improvements to policies and procedures.
• Performs related duties as assigned.

Minimum Qualifications

Knowledge of:

• Applicable federal, state, and local laws, codes, and ordinances relevant to the area(s) of responsibility.
• Modern principles, practices, and methods of public sector procurement and contracting, including contract preparation, execution, and administration.
• Policies and procedures governing the bidding process.
• Project life cycles, milestones, and compliance regulations.
• Methods and techniques utilized in analyzing the quality of equipment, materials, services, and supplies.
• Principles of business administration and economics as applied to the purchasing function.
• Budget and accounting procedures and practices.
• Business arithmetic.
• Record-keeping principles and procedures.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability To:

• Advise and explain purchasing policies, procedures, and standards.
• Prepare and maintain contracts, specifications, and service agreements.
• Coordinate structured bidding activities.
• Prepare clear, accurate, and concise reports, specifications, correspondence, and other written material.
• Assist in maintaining control of large expenditures and adherence to purchasing policies and procedures.
• Serve as a resource to departments on proper bidding processes to be used for specific types of service procurements.
• Make accurate arithmetic calculations.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures and standards relevant to work performed.
• Independently organize work, set priorities, meet critical deadlines and follow-up on assignments.
• Use tact, initiative, prudence and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to an Associate’s degree in business administration, public administration, economics, accounting, or a closely related field; and

Buyer/Contracts Specialist I: One (1) year of experience in preparing purchase orders, request for bids and/or proposals, and contracts.

Buyer/Contracts Specialist II: Two (2) years of experience in purchasing and expediting materials, supplies, and equipment at a level equivalent to the County’s class of Buyer/Contracts Specialist I.

Certifications and Licenses:

• A position assigned to this class may require possession of a valid California Driver's License.

Environmental Factors and Conditions/Physical Requirements

PHYSICAL DEMANDS

• Mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various County sites; primarily a sedentary office classification although standing in work areas and walking between work areas may be required; occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information; ability to lift, carry, push, and pull materials and objects averaging 50 pounds or heavier weights in all cases with the use of proper equipment and/or assistance from other staff.
• Vision to read printed materials and a computer screen.
• Hearing and speech to communicate in person and over the telephone.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.

WORKING CONDITIONS

• Office environment with moderate noise levels, controlled temperature conditions, some exposure to vermin, insects, parasites when working at the County surplus store, and no direct exposure to hazardous physical substances.
• Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

EQUIPMENT AND TOOLS UTILIZED

• Equipment utilized includes personal computer, fax machine, standard office equipment, County vehicle, handcart, and hand truck.

Disaster Service Worker

All Butte County employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker related training as assigned, and to return to work as ordered in the event of an emergency.