What are the responsibilities and job description for the Buyer position at City of Waxahachie?
JOB
This position will support the coordination of the City’s overall purchasing operations and activities. This position will assist staff with the Procurement of Goods and Services; Contract Management; Auction of Surplus Assets; Vendor Registration; and Policy Compliance. This includes but is not limited to: researching purchasing best practices and available contracts; computer data entry and reporting; set-up and maintenance of vendor registration information; assisting employees, department heads, and vendors in a professional and cordial manner. Provides effective and efficient public service assistance to the general public as well as perform other duties as assigned. This position receives general supervision from the Purchasing Manager and exercises no supervision.
EXAMPLE OF DUTIES
The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this position.Provide training and support to all City departments on the purchasing card program, purchasing procedures, and assist departments with purchasing related issues.Provide assistance managing the purchasing card program. Maintain program records, provide website technical support, and conduct the monthly import to update the account balances for all transactions.Interpret and communicate purchasing procedures to departments; assist departments in initiating requisitions and orders. Examine and analyze departmental purchase requisitions for completeness and accuracy of information; contact department to clarify or complete information to ensure compliance with purchasing requirements.Review vendor registration documents for completeness. Enters vendor information and maintains change requests in City’s financial system. Prepare solicitations, purchase orders and other contracting documents to procure goods and services for citywide use.Assist departments in solicitations for products and services over $3,000.Conduct pre-bid/ pre-proposal meetings and bid openings.Review and make recommendations on the best practice procurement methods to use based on the projects that go through the bid or RFP process. Prepare and review specifications, evaluate appropriate vendors, solicit formal bids as necessary, and conduct purchasing related activities based on the needs of City departments. Review and make contract award recommendations. Provide customer service support by addressing issues between vendors and City departments. Conduct city-wide auctions as needed. Assist in end of fiscal year closing process.Provide a high level of professional service to customers, both internal and external.Provide back-up support for the Purchasing Manager as needed. Other special projects and duties as assigned. EMPLOYMENT STANDARDS: Knowledge ofBest practices related to government public purchasing procedures.Pertinent Federal, State, and local laws, codes and regulations, particularly those applicable to public purchasing.Tyler Technologies ERP system.JP Morgan Chase Payment Net system. Ability toInterpret, explain, and enforce departmental policies and procedures.Interpret and apply applicable Federal, State and local policies, and laws. Use of computer software programs to include Microsoft Office, electronic bidding systems, financial software applications, and other automated systems.Communicate clearly and concisely, both orally and in writing.Problem-solve and think creatively to resolve purchasing issues.Perform routine and non-routine work assignments accurately and on time.Maintain purchasing filing system and accurate records.Organize and prioritize work responsibilities. Establish and maintain effective working relationships with departments, vendors, and those contacted in the course of work.
SUPPLEMENTAL INFORMATION
PHYSICAL AND MENTAL DEMANDSThe physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical DemandsWhile performing the duties of this position, the employee is regularly required to sit, walk and stand; talk and hear; use hands to handle, feel or operate objects, tools, or controls; reach with hands and arms, and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 15 pounds unaided. Specific vision abilities required for this position include close vision and the ability to adjust focus. Mental DemandsWhile performing the duties of this position, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals. Work Environment: This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
This position will support the coordination of the City’s overall purchasing operations and activities. This position will assist staff with the Procurement of Goods and Services; Contract Management; Auction of Surplus Assets; Vendor Registration; and Policy Compliance. This includes but is not limited to: researching purchasing best practices and available contracts; computer data entry and reporting; set-up and maintenance of vendor registration information; assisting employees, department heads, and vendors in a professional and cordial manner. Provides effective and efficient public service assistance to the general public as well as perform other duties as assigned. This position receives general supervision from the Purchasing Manager and exercises no supervision.
EXAMPLE OF DUTIES
The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this position.Provide training and support to all City departments on the purchasing card program, purchasing procedures, and assist departments with purchasing related issues.Provide assistance managing the purchasing card program. Maintain program records, provide website technical support, and conduct the monthly import to update the account balances for all transactions.Interpret and communicate purchasing procedures to departments; assist departments in initiating requisitions and orders. Examine and analyze departmental purchase requisitions for completeness and accuracy of information; contact department to clarify or complete information to ensure compliance with purchasing requirements.Review vendor registration documents for completeness. Enters vendor information and maintains change requests in City’s financial system. Prepare solicitations, purchase orders and other contracting documents to procure goods and services for citywide use.Assist departments in solicitations for products and services over $3,000.Conduct pre-bid/ pre-proposal meetings and bid openings.Review and make recommendations on the best practice procurement methods to use based on the projects that go through the bid or RFP process. Prepare and review specifications, evaluate appropriate vendors, solicit formal bids as necessary, and conduct purchasing related activities based on the needs of City departments. Review and make contract award recommendations. Provide customer service support by addressing issues between vendors and City departments. Conduct city-wide auctions as needed. Assist in end of fiscal year closing process.Provide a high level of professional service to customers, both internal and external.Provide back-up support for the Purchasing Manager as needed. Other special projects and duties as assigned. EMPLOYMENT STANDARDS: Knowledge ofBest practices related to government public purchasing procedures.Pertinent Federal, State, and local laws, codes and regulations, particularly those applicable to public purchasing.Tyler Technologies ERP system.JP Morgan Chase Payment Net system. Ability toInterpret, explain, and enforce departmental policies and procedures.Interpret and apply applicable Federal, State and local policies, and laws. Use of computer software programs to include Microsoft Office, electronic bidding systems, financial software applications, and other automated systems.Communicate clearly and concisely, both orally and in writing.Problem-solve and think creatively to resolve purchasing issues.Perform routine and non-routine work assignments accurately and on time.Maintain purchasing filing system and accurate records.Organize and prioritize work responsibilities. Establish and maintain effective working relationships with departments, vendors, and those contacted in the course of work.
SUPPLEMENTAL INFORMATION
PHYSICAL AND MENTAL DEMANDSThe physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical DemandsWhile performing the duties of this position, the employee is regularly required to sit, walk and stand; talk and hear; use hands to handle, feel or operate objects, tools, or controls; reach with hands and arms, and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 15 pounds unaided. Specific vision abilities required for this position include close vision and the ability to adjust focus. Mental DemandsWhile performing the duties of this position, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals. Work Environment: This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
