BUYER

Job Title

Job Summary

Under general direction and in compliance with standard operating procedures, and applicable federal, state, local laws and regulations, and City policies, procures materials, supplies, and services required by the City departments. Communicates with City departments regarding requirements, requisitions, account numbers, specifications, delivery, quantity, and quality of goods and services requested. Reviews requisitions, purchase orders, change orders, correspondence and vendor data to ensure compliance with policies, laws and regulations. Assists in training departments in Purchasing Policy and use of accounting system. Ensures all acquisitions comply with Purchasing Policy, identifies cost savings/efficiency improvements, and performs clerical duties as required. Assists City departments with the creation of Invitation for Bids (IFB), Request for Proposals (RFP), Request for Qualifications (RFQ), etc., and generates draft documents accordingly to be approved by the Purchasing Administrator. Monitors and pools vendors from online database for Minority Women Business Enterprises. Responsible for creating, managing, routing for approval and archiving all contracts resulting from procurement activities, as well as non-procurement contracts approved by the City's Legal Department.

Job Duties

Essential Functions

Process Requested Procurements: Process requested procurements for acquisition of professional services, capital equipment, construction services, etc. Draft competitive sealed bids, competitive sealed proposal, and requests for qualifications by reviewing scope of services/specifications, plans, and process correspondence. Prepare legal notices for advertisement and notify respondents as applicable. Conduct pre-bid proposal conferences and public bid opening, receive and tabulate quotations, coordinate and supervise activities of the evaluation teams, accept and post vendor award notifications and issue purchase orders when contract is implemented. Ensure all business license, bonds and insurance requirements are met. Consistently make independent decisions that bind the City financially and legally within authorized amounts up to $50,000 per occurrence. 35%

Process Requisitions: Review requisitions to determine if sufficient documentation, licenses, and insurance is available to support the issuance of a purchase order. Process purchase order information into the accounting system for encumbrances with necessary back up to ensure financial traceability and compliance with City policies/audits. Review new vendor application and W9 information for final approval from the Purchasing Administrator. Close and cancel purchase orders. 35%

Coordinate Processing of Contract Documents: Determine the proper contract documentation for related procurements. Determine the necessary signors for procurement and non-procurement activities based on dollar amounts and subject matter. Responsible for electronically routing contracts in the proper signing order and to the required signors. Once executed, responsible for archival and updates to all processed contracts. 30%

Perform other duties as assigned.

Qualifications

Job Requirements

Associate's degree in business administration or related field. One (1) year up to and including two (2) years of experience in a procurement environment, or an equivalent combination of education and experience. Valid South Carolina Class D Driver's License.

Knowledge of: Principles and practices of centralized purchasing. The methods, policies and procedures involved in the purchasing of a large quantity and variety of supplies, equipment and goods. Assigned commodities and services including sources of supply, commodity markets, price trends, grades, and qualities. Common business practices relating to the purchase, pricing, terms, shipment, taxes, and payment for commodities and services. General office practices and accounting procedures including automated systems.

Ability to: Read, comprehend and apply knowledge of laws, ordinances, rules, regulations, and City policies and procedures governing public procurement. Analyze and interpret technical specifications. Apply critical thinking and decision-making. Establish and maintain effective working relationships with vendors and all levels of City staff and communicate courteously and respectfully. Utilize a variety of communication and interpersonal skills to interact successfully with people at a number of levels inside and/or outside the organization. Respond to inquiries in a timely manner and provide effective customer service for procurement processes. Listen and communicate effectively with a diverse group of people. Make arithmetical calculations with accuracy and speed manually or through use of a calculator. Produce written documents with clearly organized thoughts with proper sentence construction, punctuation, and grammar such as specifications, invitations to bid, reports, business letters, summaries, meeting minutes, and emails. Operate general office equipment to include scanner, printer, copier, telephone, and computer with Microsoft Office Suite. Utilize specialized software and systems to include procurement/financial systems.

Other Information

Working Conditions

Primary Work Location: Office Environment. Protective Equipment Required: None. Environmental/Health and Safety Factors: Relatively free from unpleasant environmental conditions or hazards. Physical Demands: Continuously requires vision, hearing, twisting, and talking. Frequently requires standing, fine dexterity, sitting, and handling. Occasionally requires walking, lifting, carrying, reaching, kneeling, pushing/pulling, bending, and crouching. Sedentary strength demands include exerting up to 10 pounds occasionally or negligible weights frequently; sitting most of the time. Mental Demands: Frequently requires performing multiple tasks simultaneously, working closely with others as part of a team, and tedious or exacting work. Occasionally requires time pressures, emergency situations, and frequent change of tasks.

Americans with Disabilities Act Compliance

The City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Benefits

The City of Greenville offers a comprehensive and affordable benefits package designed to provide a variety of choices to best fit the needs of our employees and their families. HEALTH INSURANCE The City offers the following health insurance options to eligible employees: Medical, Dental, Vision, Basic Term Life, Employee Supplemental Life, Spouse Term Life, Child Term Life, Short Term Disability (STD), Long Term Disability (LTD), Voluntary Benefits (Critical Illness, Accident, Hospital Care, etc.)

All health insurance coverage is effective the first of the month following the employee's hire date except for LTD which is effective the 91st day following date of hire.

LEAVE & HOLIDAY BENEFITS General Leave is earned/accrued biweekly by all regular, full-time and permanent part-time employees as a percentage of normal work hours. The City of Greenville observes 11 paid holidays.

RETIREMENT BENEFITS The City is a member of the South Carolina State (SCRS) and Police Officers (PORS) defined benefit Retirement Systems.

AWARDS & RECOGNITION Employee Recognition & Awards Program (ER&A), Employee Service Awards, Longevity Bonus

OTHER BENEFITS & OPPORTUNITIES Worker's Compensation, Deferred Compensation, Flexible Spending Accounts (FSA), Employee Assistance Program (EAP)