What are the responsibilities and job description for the Buyer position at Hall County?
JOB SUMMARY:
Assists with the administration of Hall County's centralized purchasing activities for procurement of goods and services within the Purchasing Ordinance adopted by the Hall County Board of Commissioners. This position provides purchasing support for internal and external stakeholders throughout the organization. Responsibilities include assisting with all purchasing functions, which consist of the competitive bid process, contract administration, procurement activities, and compliance reporting. Work is performed under the general direction of the Purchasing Supervisor and is reviewed through reports, conferences, and evaluation of results achieved.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Work is in a fast-pace, deadline-driven environment. Assists in all phases of purchasing functions, including but not limited to maintenance of records, preparation of bid solicitation documents, and product/services specifications.
Ensures compliance with laws, rules and regulations in annotated code for State of Georgia and the Official Code of Hall County, Georgia, Purchasing Ordinances.
Works closely with departments to ensure documentation and requests meet requirements and assists with procurement activities among internal and external stakeholders to ensure a transparent process that provides the greatest value to Hall County.
Assists Project Coordinator and/or County representative in establishing, maintaining, and finalizing public contracts. Obtains bonds, insurance certificates, warranties, guarantees, plans, specifications, and drawings covering all contracts; recommends bid awards; coordinates contacts with all parties concerned; and maintains permanent working files for completed contracts.
Assists with formal and informal bid proposals and requests for proposals as required by law.
Determines proper purchasing methods to be used according to the commodity type, price, and delivery date in compliance with the Purchasing Ordinance.
Contacts vendors to solicit price quotations and solicits bids.
Monitors State of Georgia contracts and cooperative agreements and advises departments as available. Also will be responsible for keeping internal contracts and annual renewals up to date.
Reviews requisitions, prepare bid invitations, obtains minimum number of bids required by Purchasing Ordinance, analyze bids, ensure bids meet specifications, evaluate costs and quality, awards bid to the lowest responsible and responsive bidder meeting specification and qualification requirements, notifies all interested parties, and issues and verifies purchase orders.
Maintains bidders list of qualified vendors and contractors.
Confirms specifications for contracts, equipment, and commodities. Generates Notice-of-Intent to Award, Notice-of-Award, and Notice to Proceed documents.
Responds to inquiries on purchasing needs and procedures; coordinates arrangements for substitutions, if required.
Administers public contracts, including road pavement and construction contracts, and maintains required contract files on road paving projects.
May assists with the County’s P-card program, including but not limited to, P-card generation, transaction review, and emergency and fraud response.
Assists with the preparation of purchasing items necessary agenda items for the Board of Commissioners meetings.
Advises and assists the Purchasing Supervisor and Purchasing Manager on purchasing matters.
Performs all other purchasing duties/work as assigned and/or required.
Regular and predictable in-office attendance is required. Work is to be performed in the office.
MATERIALS AND EQUIPMENT USED:
Microsoft Office Suite; Word, Excel, Outlook
Tyler Technologies, Inc. Cloud-Based Enterprise Resource Planning system
MINIMUM QUALIFICATIONS REQUIRED:
Education and Experience:
Bachelor’s degree in Business, Economics, Accounting, or related fields is desirable.
Three (3) years of purchasing experience is preferred.
Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.
Licenses and Certifications:
Public Purchasing experience desirable.
Knowledge, Skills, and Abilities:
Knowledge of purchasing laws, rules, and regulations in annotated code for State of Georgia and Hall County Purchasing Ordinance.
Knowledge of County Government and its organization and function.
Knowledge of public purchasing and bid procedures and ethical constraints.
Knowledge of basic accounting.
Ability to handle multiple high-priority projects concurrently.
Ability to multitask, organize, plan, control, and coordinate individual and group assignments.
Ability to recognize and meet deadlines in a stressful environment.
Ability to plan, organize, and/or prioritize daily assignments and work activities.
Knowledge of and ability to utilize a computer and various software to enter and retrieve data and the ability to troubleshoot problems as they occur and offer solutions.
Ability to communicate and interact effectively with supervisors, management, other staff members, elected officials, and personnel at all levels of government.
Ability to establish and maintain effective working relationships with department directors, employees, public sector officials, and vendors.
Ability to interact professionally with staff at all levels of the organization, senior management, elected officials, department/division heads, the public, and other governmental entities and agencies.
Must have excellent attention to detail.
Skilled in using basic office equipment.
Experience in a cloud-based ERP Program
Excellent and effective verbal and written communication skills.
Ability to convey information in a clear, concise, and effective manner.
Ability to interpret and apply established rules, regulations, policies, and procedures.
ADA MINIMUM QUALIFICATIONS:
Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a telephone, calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.
Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.
Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours.
Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.
Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone.
This class specification should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.
