Associate Buyer Job Description

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CHARACTERISTICS OF THE CLASS

Under the general supervision of the Senior Procurement and Contracts Manager, this employee performs responsible entry-level administrative work in the procurement of a variety of materials, supplies and equipment for the City. Work includes responsibility for reviewing requisitions, preparing purchase orders, soliciting requests for formal quotes and resolving problems with vendors. Work is performed within defined purchasing policies in accordance with City Code. Employee must exercise considerable independent judgment and initiative in the review and evaluation of departmental requests, specifications, quotes, and the resolution of problems. Work is performed under the supervision of the Senior Procurement and Contracts Manager and is reviewed to ensure conformance with established policies and procedures. Duties employ the exercise of independent judgment and are reviewed through observation, conferences, and results obtained. The employee performs other duties as assigned or required.

EXAMPLES OF DUTIES

Employee in this classification performs the functions of Procurement Technician in addition to the duties listed below.

A. ESSENTIAL FUNCTIONS

Analyze and process formal quotes for goods and services as requested by various City departments and divisions, including General-Fund items stocked in warehouse in accordance with the requirements of the City Code and Procurement Manual.

Coordinate requests from City departments and divisions to develop clear, concise specification and product needs.

Review, plan, and prioritize daily, weekly, and monthly work assignments to meet the operational goals of the Procurement Division. Assist in the recommendation and implementation of Division and Department goals and objectives.

Reviews purchase requisitions for completeness, proper expense codes, contract or purchase order term, appropriate attachments, and compliance with City Code and Procurement Manual.

Processes purchase requisitions and change order requests according to purchasing approval thresholds.

In conjunction with the user Department/Division, performs analysis of quotes received. This includes ensuring strict compliance with specifications and prepares recommendation of award to the most responsible, responsive quoter or offeror.

Performs detailed analyses to determine responsiveness and responsibility of quoter or offeror. This includes review of past quotes and awards and establishment of price reasonableness by price or cost analysis.

Proficiently uses the computer, calculator, and telephone to prepare purchase orders, memos, letters, and spreadsheets showing comparative data.

Investigate and develop new supply sources; stay abreast of new trends and innovations in routinely purchased supplies, services, and equipment.

Prepare and maintain spreadsheets, letters, memos and documentation utilizing Microsoft EXCEL and Word.

Assist with testing and training of financial software system.

Research and prepare specialized reports to support formal quote process.

Communicate effectively with the public and City staff.

Follow-up on assigned acquisitions for delivery expediting, problem solving, etc.

Fill-in at the City’s Central Warehouse during short-term absence by the Buyer. Duties include: issues of supplies; receipt of shipments; operation of several types of equipment used to move stock; and assist customers in loading of heavy materials.

Assist with the preparation and set up of City auctions in the absence of the Buyer.

Perform a variety of general clerical and accounting duties as required.

Conducts quote openings.

Assist Buyers with bid and proposal openings.

Maintain contracts list and prepare all contract renewals.

Maintain Procurement website.

Research and prepare specialized reports for the Senior Procurement and Contracts Manager.

 

REQUIREMENTS

A. TRAINING AND EXPERIENCE

Associate degree in Business or related field from an accredited college supplemented by two years progressively responsible experience in local government procurement, or an equivalent combination of education and experience providing the qualifications necessary to perform the required functions of the position as determined by the Senior Procurement and Contracts Manager. Must possess and maintain a valid State of Florida driver’s license. Applicants who possess a valid out of state driver’s license must obtain the Florida driver’s license within 10 days of employment.

B. KNOWLEDGE, SKILLS, AND ABILITIES

Employee in this classification generally possess the knowledge and skills of the Procurement Technician in addition to the following knowledge and skills:

Knowledge of public or municipal purchasing methods, principles, practices, operations, services and activities.

Knowledge of City of Melbourne Code and Procurement Manual guidelines. Knowledge of volume buying and competitive bidding practices.

Proficient in modern office practices and procedures, including the use of various applications (i.e. Microsoft Word, EXCEL, financial/purchasing software.)

Proficient in business English and mathematics.

Knowledge of materials, supplies, and equipment commonly used in public municipal services.

Skilled in general business writing.

Ability to read, understand, interpret and write specifications.

Skilled in dealing tactfully and courteously with suppliers and fellow employees. Ability to work effectively with department/division heads, other governmental agencies, suppliers, and the general public.

Ability to communicate clearly, both orally and in writing.

Ability to maintain accurate records and to prepare reports.

Ability to work accurately and meet deadlines.

Ability to deal with and resolve problems with vendors, staff, and City departments/divisions.

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear, speak and comprehend conversation in English
Ability to see, read, and comprehend writing and computer printouts in English.

Ability to print and write letters, numbers, words, characters, and symbols legibly in English.

Ability to learn simple and complex tasks and remember how to complete tasks without assistance once trained

Ability to operate office equipment such as personal computer, calculator, copy machine, fax machine, scanner, and telephone.

Ability to walk, stand, and sit for various periods of time.

Ability to stay in a bending, kneeling, or squatting position for periods less than 10 minutes.

Ability to climb stairs and ladders occasionally.

Ability to operate a forklift truck.

Ability to operate a motor vehicle.

Ability to work alone without the presence, assistance, or supervision of others.

Ability to work in busy and sometimes stressful situations where deadlines are short.

Ability to maintain a high level of concentration despite constant interruptions.

Ability to sit for long periods of time not to exceed two (2) hours at one time.

Ability to lift and carry materials not to exceed fifty (50) pounds.



THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.

 
Revision Date - 10/06/15