Senior Buyer

POSITION DETAILS


Employment based visa sponsorship will NOT be considered for this position.

Position Number: 105230
Classification Title: Senior Buyer
Working Title: Procurement Agent

Department: Procurement and Contracts
FLSA Status: Exempt
Salary Range: $56,695
Pay Basis: Annually

POSITION OVERVIEW

JOB SUMMARY:


Analyze and process requisitions and change orders. Edit and write specifications and determine the method of purchase. Confer with using departments regarding current and future requirements and recommend substitutes through value analysis. Extends invitations to negotiate (ITNs), invitations to bid (ITBs), request for proposal (RFPs), request for information (RFI) and qualifications-based solicitations, as requested by university departments. Evaluates and analyzes bids/proposals to ensure the best value for the University via an open and competitive sourcing process. Review, and utilize government contracts for products and services. Strive to contain costs through the use of cooperative and available government contracts. Assist in the development and implementation of strategies and objectives to ensure departmental goals are met. Assist and administer in the preparation and delivery of workshops and training programs.

Employs advanced critical thinking and writing skills in the development and evaluation of the more complex, invitations to negotiate (ITNs) and requests for proposals (RFPs) and qualifications-based solicitations for commodities and services. Identifies varied sources of commodities and services, evaluates bids, awards contracts, and purchase orders, develops standards for new products or services, maintains contact with vendors, and maintains comprehensive descriptions of available products and current prices. Expedites the ordering and delivery process for commodities or services using automated procurement systems.

Award purchase orders based on the tabulation of quotations received. Attend meetings on campus to represent the Procurement & Contracts department for the University. Prepares or supervises the preparation of formal competitive solicitations. Meet with current and potential vendors.

This position supports the university community in its procurement needs through expertise in solicitation, procurement methods, regulatory requirements, negotiation, and contract skills, and related issues. As part of the Procurement & Contracts team, this position performs other duties and completes various special projects as required. This position is responsible for the entire acquisition process for selected specialized, sophisticated, and technical commodities and services to meet organizational objectives and sourcing strategies to fulfill the university's mission. Acts as an expert resource for knowledge of bidding and contracting concepts, practices, procedures, and regulatory requirements related to public procurement and contracting. Must interpret Federal, State, Board of Governors, and University regulations, laws, and policies and apply same to procurement/spending decisions. Request and maintain certificates of insurance as needed. Processing of JIRA tickets for but not limited to general assistance inquiries, furniture purchases, restricted items, foundation approvals and account set ups. Provides administrative and clerical support to the P&C department when needed. Serves as one of the primary backup for the Program Coordinator, including but not limited to taking the incoming calls for the general Procurement line, sorting mail and distributing P-cards. Performs other duties and completes various special projects as assigned by the P&C Assistant Director & Director.

MINIMUM QUALIFICATIONS:


An associate's degree in an appropriate area of specialization and five years of appropriate experience; or a bachelors degree in an appropriate area of specialization and two years of appropriate experience; or a masters degree in an appropriate area of specialization.

POSITION QUALIFICATIONS:


An associate's degree in an appropriate area of specialization and five years of appropriate experience. A bachelor's degree in business or a related field and a minimum of two years of progressively responsible procurement experience, or an equivalent combination of education and experience. Industrial or educational experience, with at least one year at the Buyer level or comparable outside experience. Should have a working knowledge of contracts.

General knowledge of Florida Statutes, purchasing policies and procedures, contract law, business laws, Uniform Commercial Code, basic management principles, Purchasing Code of Ethics, and time management skills.

Strong verbal and written communication skills, administrative skills, as well as excellent interpersonal skills, are required. Computer literacy is required. Ability to multitask and work cooperatively with others. Ability to meet deadlines and work on short notice. Ability to interact effectively and professionally with the public, University staff, and vendors. Excellent verbal and written communication skills.

PREFERRED QUALIFICATIONS:


A bachelor's degree in business or a related field and a minimum of four years of progressively responsible procurement experience, or an equivalent combination of education and experience. Certification as CPM (Certified Purchasing Manager), and/or CPPB (Certified Professional Public Buyer) preferred. Experience working in higher education or within a government entity preferred. Experience working with the Banner (ERP) System. Familiarity with spend analysis tools and practices. Experience working with and managing procurement charge card programs (PCard). Familiar with Vendor Management Registry.

ESSENTIAL FUNCTIONS/JOB DUTIES:

• 25% - Generates, analyzes, and processes purchase requisitions, purchase orders, change orders and accompanying backup. Regularly monitors status of purchasing documents, investigates and resolves problems. Processing of JIRA Tickets and certificates of insurance. Responsible for the entire acquisition of a wide variety of specialized and technical commodity groups and services following regulatory and university policy requirements. Incumbent confers with departmental customers to help them reach their needs by determining methods of purchase, developing reasonable and accurate specifications, and complementing suggested sources of supply, all according to regulatory requirements and practices. Analyzes purchase requisitions and requests to determine the types of materials, supplies, equipment, or services required and ensures that such requests are complete and that proper authorization has been obtained. Continually seeks cost reduction and revenue-generating opportunities. Investigates, analyzes, and evaluates such opportunities before submitting them to the University administration for review and possible implementation. Maintains familiarity with market trends, as well as product availability through various state, local, and educational contracts. Ensures that the goods and services purchased on behalf of University departments meet specified conditions and acceptable standards by preparing detailed bid specifications for technical items, contract requirements (scope of work) for the establishment of commodity and service contracts, requests for quotations, and/or requests for proposals for commodities and services requested by University departments, investigating commodity substitutions made by vendors and suppliers, serving as a liaison between University departments and vendors, which includes vendor management, resolving differences regarding the purchase of goods and services, and determining the acceptability of goods and services in coordination with the ordering department or unit. - (Essential)
• 15% - Ensures the prompt and effective delivery of essential goods and services to the University's administrative and academic departments with a minimum time lag by determining which method of procurement (e.g., request for quotation, request for proposal, single feasible source, emergency, etc.) is appropriate and complies with regulatory guidelines, University, BOT, and/or Board of Governor's policies, and accepted procurement principles. Consults with administrators and staff about their needs and desired purchases, assisting in locating and identifying items and services being sought, contacting vendors, and developing sources of supply and/or services. Uses the appropriate method to prepare requests for quotations, ITB's, RFPs, ITNs, PQSs, RFIs and purchase orders, employing advanced writing skills in preparing the more complex requests for proposals, evaluating responses to requests for quotations, requests for proposals, and purchase orders, performing advanced analytical work in evaluating responses to the more complex requests for proposals, and expediting the ordering and delivery process for goods or services. - (Essential)
• 15% - Conducts pre-bid meetings, informs vendors and contractors of University policies, procedures, insurance, bonding requirements, and other matters, and ensures compliance with such policies and procedures. Obtains verbal and written price quotations or prepares formal solicitation packages (ITB's, RFPs, ITNs, PQSs, RFIs etc.). Participate in the tabulation and analysis of solicitations to determine the lowest and best bidder then issue purchase orders accordingly. Recommends award and prepares the necessary documentation and agenda materials for contract awards, conferring with General Counsel regarding contract provisions. Negotiates terms and conditions as required and follows up with contract renewal before expiration. - (Essential)
• 25% - Resolves problems with purchase orders, invoicing, and delivery complaints; follow up and authorizes modifications to ensure that materials/supplies are received of an appropriate quality and quantity promptly. - (Essential)
• 15% - Monitors the university's term contract program to ensure compliance, appropriate renewals or rebid processes, and adequate, consistent insurance coverage to reduce university liability. - (Essential)
• 5% - Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed by the Director and Assistant Director of Procurement & Contracts. - (Essential)

PHYSICAL DEMANDS:

• Physical Requirements: No unusual physical requirement. Requires no heavy lifting and nearly all work is performed in a comfortable indoor facility.
• Impact of Deadlines: Externally imposed deadlines set and revised beyond one's control. Interruptions influence priorities. Difficult to anticipate nature or volume of work with certainty beyond a few days.
• Standing: Daily
• Walking: Daily
• Sitting: Daily
• Reaching with hands and arms: Daily
• Climbing or balancing: Daily
• Stooping: Frequently
• Use of hands to handle objects: Daily
• Lifting up to 10lbs: Daily
• Lifting up to 25lbs: Daily
• Lifting over 25lbs: Never
• Talking as express or exchange of ideas verbally: Daily
• Hearing as perceive sound by ear: Daily
• Vision as distinguish colors & depth: Daily

Special Requirements or Considerations of the Job:

• This position requires a criminal background screening.
• This position requires fingerprinting.

Special Instructions to Applicants: Candidates must apply online through the University of West Florida website: Applicants are required to attach a resume, cover letter and contact information for three references. An opportunity to upload these documents will be provided during the application process. For assistance, please contact Human Resources at View phone number on click.appcast.io or email View email address on click.appcast.io.

ADDITIONAL POSTING DETAILS


Number of Vacancies: 1
Work Hours: 8:00 am - 5:00 pm
FTE: 1.0
Preferred Response Date: 8/31/2026