Buyer

Buyer

The City of Oxnard's Finance Department is seeking a Buyer with sound judgment and a strong attention to detail, excellent organizational skills, and a focus on customer service to be a part of the team. This position will perform duties related to the bid and procurement processes for the city. Under general supervision, performs a variety of technical accounting and purchasing duties in the procurement of equipment, services, supplies, or materials in accordance with the City standards and policies and all applicable legal requirements for the City, including development of specifications, solicitation and recommendations of bids and proposals; and performs related duties as assigned. The Buyer is the lead class within the Financial Services Program which provides and oversees equipment and related purchase contracts, agreements and procurements including development of solicitations for City programs. This position is distinguished by the responsibility for overseeing purchasing functions within Financial Services as well as contracting agreements for heavy, office, and other equipment.

WHAT YOU'LL DO:

• Maintain Master Vendor files, including creating new vendors and updating vendor information.
• Receives, reviews, and processes requisitions for equipment, materials, supplies, and services. Review purchase orders and contracts to ensure accuracy and policy adherence.
• Prepares bid documents, including calls for bids, assist with preparation of specifications for purchases requiring formal or informal bidding procedures.
• Reviews bids, including comparison costs, evaluation of quality and suitability of services, supplies, material and equipment; evaluates vendor performance, responsiveness, ability to produce product or service and makes recommendations for purchase acquisitions.
• Check eProcurement website daily for questions that come in from open solicitations and reach out to the project manager to provide responses.
• Set up pre-bid meetings (job-walks), scheduling vendor presentations.
• Assist with the approvals (receive, examine, and approve requisitions, purchase orders & contract change orders).
• Administers cooperative purchasing agreements with other public agencies or cooperative purchasing organizations; prepares annual goods and/or services agreements.
• Coordinates the disposition of surplus equipment (vehicles), pulling titles and preparing necessary paperwork to send to auction company.
• Maintains and controls City vehicles and equipment registration and title.
• Reviews and monitors existing purchasing programs (credit cards, payphones, copiers, federal surplus property acquisitions, etc.); and assists in the implementation of new programs.
• Responds to questions and concerns from the general public regarding purchasing policies and procedures; provides information as is appropriate and resolving complaints and delivering timely information.
• Interpret and explain City purchasing policies and procedures. Properly interpret and make purchasing decisions in accordance with laws, rules and policies.
• Provides, performs and participates in purchasing training classes and seminars.
• Understand accounting, budgeting and accounts payable practices and procedures.
• Responds to Public Records Requests
• Ability to work independently, keep records organized, and assist with meeting deadlines.

PAYROLL/CLASSIFICATION TITLE: Administrative Services Analyst

DISTINGUISHING CHARACTERISTICS: This classification is distinguished from the Administrative Services Coordinator/Support Supervisor in that it performs professional financial, managerial and/or operational analysis work and/or provides professional program analysis, evaluation, and administration.

SUPERVISION EXERCISED / SUPERVISION RECEIVED: Incumbents may serve as a lead worker, assigning work and monitoring work completion. Receives general supervision and is expected to prioritize work to meet deadlines and to keep the manager informed of issues that would impact achievement of a deadline, organizational policy or procedure or in consideration of risk management.

WORK SCHEDULE: The normal work week is Monday through Thursday 8:00am to 6:00pm and alternating Fridays 8:00am to 5:00pm. Depending on the work assignment staff may be assigned to a shift that is outside the standard work hours. In addition, this position may be required to be available to work additional hours in response to peaks in workloads and changes in department needs. The standard work environment varies depending on assignment but is typically either primarily in an office setting or out in the field. The City does not offer hybrid or remote work.

ESSENTIAL FUNCTIONS

• Performs professional financial, managerial and/or operational analysis work and/or provides program coordination and administration of assigned area.
• Responds to inquiries from internal and external customers; conducts research, audits and/or assessments; provides information, guidance and materials in support of designated programs; troubleshoots issues and resolves problems; and provides project staff support, liaison services and/or general oversight to designated committees, external stakeholders or project teams. Monitors and ensures compliance with policy, procedures, standards and/or regulations.
• Gathers information, analyzes data, identifies requirements and trends, and presents findings; prepares, updates and maintains records, reports, presentations, marketing materials and databases; provides recommendations and implements solutions in support of assigned area.
• Provides analytical support and coordination of special projects, as assigned.
• Performs other duties of a similar nature and level as assigned.

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:

• Coordinating the purchase of equipment, services, supplies or materials for the city;
• Developing specifications and solicitations;
• Evaluating and recommending action on bids and proposals;
• Receiving and processing requisitions;
• Preparing, evaluating and recommending action on bid documents;
• Administering cooperative purchasing agreements;
• Negotiating contracts;
• Assisting with preparation of specifications, proposals, evaluations and awards;
• Coordinating disposition of surplus property;
• Developing and maintaining vendor relationships;
• Ensuring compliance with policies and procedures.

MINIMUM QUALIFICATIONS

The following are the minimum qualifications necessary for entry into the classification:

• Associate's degree (or 60 units working towards a Bachelor's Degree) in business administration, finance, accounting, or a related field, and four (4) years of paraprofessional-level experience comparable to an Administrative Services Coordinator/Support Supervisor or an Administrative Services Specialist, Senior with the City of Oxnard in area of assignment OR
• Bachelor's degree in business administration, finance, accounting, or a related field, and two (2) years of paraprofessional-level experience comparable to an Administrative Services Coordinator/Support Supervisor or Administrative Services Specialist, Senior with the City of Oxnard in area of assignment.

HIGHLY DESIRABLE:

• Experience working in the public sector
• Experience with Tyler MUNIS

OTHER REQUIREMENTS:

• Must be able to communicate in English effectively both orally and in writing.

APPLICATION PROCESS:

• Submit NEOGOV/Government Jobs online application.
• Complete and submit responses to the supplemental questions, if required.
• Upload resume, cover letter, proof of degree (transcript), or other requested documents.

Your application may be rejected as incomplete if you do not include the relevant information in the online application and include the information only on the resume. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted. Cover letters and/or optional resumes are not accepted in lieu of a completed application.

The list of qualified candidates established from this recruitment may be used to fill other full-time, part-time, and temporary assignments. There is currently one (1) full-time vacancy within the Finance Department.

Selected candidate(s) must pass a thorough reference check and background investigation. Some positions that work with or have access to the Police Department may require a polygraph exam. Select positions may require candidates to undergo a pre-employment medical and/or psychological evaluation.

UNION MEMBERSHIP: Positions in this classification are represented by the Oxnard Mid Managers Association (OMMA).

NOTE: For most positions, the City of Oxnard relies on office automation (Microsoft Office/Google) and web-based enabled tools. Candidates must be proficient and comfortable with computer use to perform functions associated with ongoing work.

Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all positions.

Employees are required to participate in the City's direct deposit plan and are paid on a bi-weekly basis.

This position requires a 12-month probationary period. Internal applicant probationary periods will be governed by the applicable MOU.

Pursuant to California Government Code Section 3100, all