Buyer

Classification Definition

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.

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 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 Responsiblities

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.

• Processes purchase requisitions, competitive quotes, various contracts and bids; reviews incoming requisitions for departmental authorization, appropriateness of requested items or service and verifies availability of funds.
• Conducts research to identify potential sources and vendors for specified 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.
• 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 provides primary expediting functions.
• Executes change orders and amendments to purchase orders, contracts and vendors to ensure timely delivery and appropriate quality and quantity of materials and supplies.
• Prepares and maintains files for purchase orders, contracts, bids and other documents in a timely and accurate manner and in auditable condition.
• 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, procurement policies and procedures and other procurement issues; analyzes emergencies accurately and quickly and takes effective courses of action.
• Organizes and presents analytical data and reports to support purchasing and contracting activities and make sound business decisions or recommendations.

Minimum Qualifications

Minimum Qualifications

Education: Graduation from high school or evidence of equivalent educational proficiency.

Experience: Two years of progressively responsible purchasing and contracting experience.

Special: A valid California Class C driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.

Knowledge, Skills, and Abilities

Knowledge of:

• Practices and techniques of public agency budgeting, maintenance of public records and purchasing, 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 English 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 recommendations 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.
• 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.

This benefits overview is a summary and is not to be considered all-inclusive or applicable to all employees.

THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT. ANY PROVISION IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.