Buyer Job Description

Print
Press Enter to show all options, press Tab go to next option

CHARACTERISTICS OF THE CLASS

Under the general supervision of the Procurement Manager, performs responsible 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, developing requests for proposals and invitation to bids, evaluating bids and proposals, conducting market surveys and resolving problems with vendors. Work is performed within defined purchasing policies in accordance with City Code and Florida Statutes. Employee must exercise considerable independent judgment and initiative in the review and evaluation of departmental requests, specifications, bids and proposals, and the resolution of problems. Work is performed under the supervision of the Procurement Manager and is reviewed to ensure conformance with established policies and procedures.  The employee performs other duties as assigned or required. The employee is considered assigned personnel in the event of an emergency.

 

ESSENTIAL FUNCTIONS

A. EXAMPLES OF DUTIES

Analyzes requirements and prepares and issues competitive solicitations, in accordance with the requirements of the City Code and Procurement Manual.

Coordinates requests from City Departments and divisions to develop clear concise specification and product needs.

Reviews, plans, and prioritizes daily, weekly, and monthly work assignments to meet the operational goals of the Division. Assists in the recommendation and implementation of division and Department goals and objectives.

Reviews requisitions and determines appropriate method of procurement.

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 bids or proposals received. This includes ensuring strict compliance with specifications on advertised procurements, and assists departments and divisions with preparing recommendation of award to the most responsible, responsive bidder or offeror.

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

Investigates and develops new supply sources; stays abreast of new trends and innovations in routinely purchased supplies, services, and equipment.

Drives to various City departments and vendor sites to gain firsthand knowledge of the purchasing needs and to evaluate vendor facilities and coordinate contracts.

Conducts pre-bid, pre-proposal, and post-award conferences and meetings.

Conducts bid and proposal openings.

Develops and maintains competitive bids/quotes for scrap disposals (e.g. tires, metal, and concrete). 

 
Employees in this classification may perform the duties below in addition to the duties listed above:

Oversees the daily operation of the Central Warehouse.

Orders, receives, stocks, and issues equipment, material, and supplies for the Public Works & Utilities division.

Locates, identifies, retrieves and stocks materials on stock shelves and pallet racks.

Maintains proper stock levels of supplies, tools, and materials on shelves, including weekly cycle-count and annual physical inventory count.

Utilizes computer, printer and other office equipment as needed for inventory control.

Maintains master inventory listing (part description, shelf location, unit measurement, pricing, etc.).

Organizes the storage of a moderately large and varied stock of materials, supplies and equipment. Assembles and moves shelving and or pallet racks as needed.

Operates several types of equipment used to move stock.

Maintains warehouse and warehouse grounds in a clean and neat appearance. 

Prepare and set up of City auctions including posting items to the City’s approved online auction site.

 

REQUIREMENTS

A. TRAINING AND EXPERIENCE

Bachelor's degree from an accredited four-year college or university in business or a related field supplemented by one year progressively responsible purchasing, material acquisition and/or specification writing experience in municipal, county, or state government or a combination of education and experience providing the qualifications necessary to perform the required functions of the position as determined by the Procurement Manager. At least one year of municipal or State buying experience.  At least one year experience completing bid analysis. CPPB (Certified Professional Public Buyer) preferred.  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. Possess Forklift Safety Certification or complete certification program within ninety (90) days of employment.

B. KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of public or municipal purchasing methods, principles, practices, operations, services and activities including legal requirements governing City purchases as defined in City Code, Purchasing Manual and Florida Statutes.

Knowledge of volume buying and competitive bidding practices.

Knowledge of modern office practices and procedures, including the use of various applications (i.e. Microsoft Word, EXCEL, database and financial business software experience).

Knowledge of business English and mathematics.

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

Skilled in specification writing and general business writing.

Ability to read, understand, interpret and write complex specifications.

Ability to review the work of others, and to express ideas and concepts clearly and concisely.

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 of considerable complexity based on standard purchasing and inventory practices.

Ability to work accurately and meet deadlines.            

Knowledge of sources of supply and characteristics of specific industries sufficient to identify potential suppliers, assure adequate competition, and evaluate bid responsiveness and responsibility of the bidders.

Knowledge of price analysis using previous price history, commercial price lists, market prices, or other methodologies to assure reasonableness of prices.

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 kneel, bend and/or squat periodically throughout the day. Ability to move back and forth and sideways as needed.

Ability to operate a forklift truck.

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.

Must have physical dexterity to operate equipment.

Considerable knowledge of storeroom and warehouse methods and procedures including physical inventory and record keeping procedures.

Knowledge of a variety of tools, parts, materials, and supplies; particularly as used in Public Works and Utilities for maintenance, construction, and mechanical repair work

Ability to safely handle materials of various size, shape, or dimension, utilizing manual and mechanical lifting methods.

Must be able to work in various types of weather conditions.

Must be able to climb stairs and ladders regularly.

Must be able to work around static electricity and odors.

Must be able to operate various motor vehicles.

 

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 – 03/6/17