Buyer

Buyer

The purpose of this position is to perform responsible specialized work in procurement of assigned types of commodities at competitive prices in connection with the Central Procurement Operation of the City. Employees in this classification do detailed work involved in purchasing assigned commodity groups, including review of requisitions. Work involves the ability to communicate with vendors and City personnel in order to discern needs and ability to furnish needed materials. The employee exercises considerable judgment and initiative in the performance of work tasks. Work is performed under the general supervision of the Procurement Manager and Senior Buyer in accordance with established policies and is reviewed through observation and analysis of reports. Works with supervisor to prepare specifications for bidding and quoting purposes. Prepares bid packets, and quote packets, and public advertisement of tabulations.

Buyer responsibilities include:

• Purchases assigned commodities, supplies, services and equipment.
• Evaluates requisitions and confers with department representatives on specifications, quantity, quality and delivery requirements of merchandise.
• Solicits and analyzes written and verbal quotations for materials, supplies, services and equipment.
• Performs expediting and follow-up activities to ensure timely deliveries.
• Interviews vendors and their representatives and maintains close contact by telephone and correspondence.
• Contacts suppliers and vendors regarding condition of goods and errors in shipment, prices and extensions.
• Assists in establishing schedules for purchases and term contracts for annual requirements.
• Assists in preparation of manuals and procedures.
• Assists with the administration of the procurement card program.
• Remains familiar with the State of Florida Contracts system.
• Exercises responsibility to assist Procurement Manager in administration of purchasing procedures for all City acquisitions.
• Performs some general clerical functions, filing, answering telephone, taking messages, inventory functions and other support activities, as required.
• Performs special assignments.
• Works with supervisor to prepare specifications for bidding and quoting purposes. Prepares bid packets, and quote packets, and public advertisement of tabulations.
• Creates, monitors and recommends award of formal bids as directed by the Procurement Manager.
• Creates, monitors and facilitates the evaluation of formal RFP's as directed by the Procurement Manager.
• Maintains awareness of the material requirements of all City departments.
• Candidate must be highly proficient in the use of a personal computer and associated general software such as Microsoft Word, Excel, and Outlook. Procurement staff are responsible for completing their own correspondence and all computer related data entry.
• Reads technical instructions, procedures manuals, and charts to solve practical problems; composes routine and specialized reports, forms, and business letters; speaks compound sentences using normal grammar and word form.

Buyer requirements include:

• Requires a high school diploma or GED. Associates degree with major or minor course work in business administration, public administration, or related field or an equivalent combination of experience and education. Work experience will be considered in lieu of college degree or credits.
• A minimum of three (3) years' experience in the following: procurement, supply activity, assisting with contract negotiations or contract management. Experience in government or municipal procurement is highly desirable.
• Must be able to communicate clearly orally and in writing.
• Must be highly proficient in the use of Microsoft Word, Excel, and Outlook. These programs are used on a daily basis in performing the duties of this position. Must be capable of using or learning to use on-line web hosted software applications for bid management, vendor notifications and contract administration/management. Must be capable of using or learning to use virtual meeting software applications to host online meetings related to Solicitations, presentations and City department training and collaboration.
• Requires a valid State of Florida driver license and satisfactory driving record as a condition of initial and continued employment.
• Public procurement certification (such as CPPB, NIGP-CPP or CPP) is preferred, but not required.

Senior Buyer

The purpose of this position is to perform highly specialized work in the purchase of a variety of complex commodities for the City. Employees in this classification function at senior professional level to perform detailed work in the preparation, research, writing, evaluating and administration of solicitations and contracts. The position consists of technical and professional work in the procurement of goods and services in compliance with federal, state and local policies and procedures. The Senior Buyer may act on behalf of the Procurement Manager in their absence. This position ensures proper administration of the solicitations, specifications, scopes of work and resulting agreements or contracts, purchase orders issued by the City in support of departmental activity. Leads and participates in work of other staff within the division.

Senior Buyer responsibilities include:

• Performs complex and specialized purchasing work according to generally accepted public procurement principles. Provides initial and ongoing support to the department staff assigned to all types of complex and simple procurement functions for all City Departments.
• Serves as the liaison between City departments and the procurement division for all department needs related to procurement.
• Prepares and reviews justifications, specifications, and scopes of work for high dollar and complex procurement; performs complex purchasing work according to, regulatory requirements applicable to the work, City Procurement Policy/Code, established policies and procedures, and departmental guidelines.
• Monitors, reviews and processes departmental requisitions, specifications and procurement related to City Agreements and City Commission agenda items for accuracy and conformance with established policies and procedures; communicates with various department users to determine needs for contractual and consultant services, commodities, materials, supplies and equipment.
• Prepares specifications, legal advertisements, invitations and addendums to bid, Requests for Proposals, solicitation schedules, contracts, contract amendments and options of renewals; advertises formal bids and solicits quotations; assists with facilitating bid openings and tabulations; conducts pre-solicitation conferences; conducts solicitation evaluation process and price analysis; reviews post-award documents.
• Prepares formal solicitations and works with departments to develop scope of services and/or specifications, conditions and requirements; works with department users to evaluate complex bids to ensure compliance and consistency with purchasing policies and regulations while fulfilling department needs; prepares and issues purchase orders; assists departments with vendor disputes.
• Tracks purchase requisitions and purchase orders on computer; investigates any outstanding purchase orders, invoices or inquiries; works closely with requesting divisions/offices and the supplier to reconcile problems pertaining to delivery of goods, procurement process and/or receiving for the payment of goods.
• Conducts meetings, interviews vendors, evaluates new products, and solicits user feedback for needed goods and services; coordinates and conducts meetings and training sessions with City staff.
• Communicates with vendors on product pricing, specifications and availability; participates in solicitation reviews and debriefings with vendors; discusses results with department users.
• Assists in the development, drafting, and review of new/revised procedures, and programs related to purchasing and contract administration.
• Reads technical instructions, procedures manuals, and charts to solve practical problems; composes routine and specialized reports, forms, and business letters; speaks compound sentences using normal grammar and word form.
• Performs supervisory work involving policy and guidelines, solving both people and work-related issues.
• Performs addition and subtraction, multiplication and division and/or calculates ratios, rates and percentages.
• Performs specialized technical and professional work requiring general understanding of operating policies and procedures and their application to problems not previously encountered; applies specialized technical or professional principles and practices in the solution of problems; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure.
• Directs actions of others, making decisions almost constantly, affecting coworkers and City staff.
• Performs related functions as required.

Senior Buyer requirements include:

• Graduation from a four (4) year accredited college with major or minor course work in business administration or related field or an equivalent combination of experience and education. A college degree is desirable but not required. Work experience will be considered in lieu of college degree or credits.
• Four (4) or more years' experience in one or more of the following: procurement, buying, supply activity, contract negotiation or contract management. Experience in the government or municipal sector is highly desirable.
• Must be able to communicate clearly orally and in writing.
• Must be highly proficient in the use of Microsoft Word and Microsoft Excel software programs. These programs are used on a daily basis in performing the duties of this position. Must be capable of using or learning to use on-line web hosted software applications for bid management, vendor notifications and contract administration/management. Must be capable of using or learning to use virtual meeting software applications to host