Buyer II or Buyer III - Fitchburg State University

Job Description: Buyer II * Verifies and completes accounting information and vendor sourcing details on requisitions; monitors compliance with procurement thresholds, University purchasing policies, and applicable procurement requirements as requisitions are reviewed and converted into purchase orders. * Verifies availability of departmental funds for all purchase order transactions and coordinates with Budget Office and departmental staff to resolve budget-related issues prior to processing. * Reviews requests submitted by University personnel for the purchase of supplies, materials, equipment, and services in order to determine compliance with established procedures and applicable procurement requirements and to take appropriate action. * Prepares and processes procurement-related activities and documentation, including vendor outreach, quote and pricing requests, requisition and purchase order (REQ/PO) entry in departmental financial systems, standard contracts, solicitation documents, and related purchasing documents in accordance with University policies and applicable procurement requirements. * Provides guidance regarding Invitation for Bid (IFB) and Request for Proposal (RFP) processes; assists departments with the development of bid specifications; prepares written documents outlining descriptions of goods and services to be provided, including product performance requirements, costs, delivery dates, and related information; and coordinates bid postings, legal advertisements, bid openings, and related procurement activities as delegated by supervisor. * Obtains information concerning materials, supplies, equipment, and services by communicating with vendors, reviewing technical literature and product information, attending demonstrations, visiting vendor facilities as appropriate, and evaluating product availability, suitability, and compliance with procurement requirements in order to recommend appropriate purchasing actions. * Reviews Procurement Card (PCard) activity for compliance with University policies and procedures, including the timely and accurate entry of FOAPAL information and adequate expense descriptions. * Administers the online office supply ordering system and reviews purchases prior to submission to vendors to ensure compliance with University purchasing policies and procedures. * Assists and advises students, faculty, staff, administrators, and vendors regarding University purchasing policies, procedures, procurement requirements, and applicable Massachusetts statewide contracts in order to ensure compliance and achieve best value in purchasing activities. * Provides technical assistance, guidance, orientation, and on-the-job training to faculty, staff, and employees regarding procurement procedures, procurement systems, Banner requisitions, Procurement Card (PCard) activity, online office supply ordering systems, travel procedures, Massachusetts state contract resources, and related procurement functions. * Assists faculty, staff, students, and administrators with the interpretation and application of University travel policies and procedures, including preparation and entry of travel requisitions and related documentation. * Communicates verbally and through written correspondence with vendors, state agencies, University departments, and other appropriate individuals to exchange information, coordinate procurement activities, and resolve purchasing, contract, and vendor-related issues. * Creates and maintains vendor records and related business organization information; follows departmental procedures related to 1099 reporting status; and advises departments regarding vendor setup and procurement services in order to facilitate the procurement of required goods and services. * Provides information and supporting documentation to supervisor regarding vendor history, compliance matters, policy or procedure exceptions, procurement activities, and other related issues as needed. * Assists with the resolution of contract, vendor, and supply order issues by coordinating with vendors and University departments, fostering effective working relationships, and identifying appropriate corrective actions. * Coordinates the return of merchandise in conjunction with University departments and Materials Management to ensure timely resolution of ordering and delivery issues. * Assists with encumbrance monitoring and the closeout of encumbrances and open purchase orders following final payment and completion of purchases to ensure unexpended departmental funds are released and made available for other authorized uses. * Monitors and responds to inquiries received through the Procurement Department email account, ensuring timely communication and follow-up on procurement-related matters. * Coordinates assigned purchasing and administrative functions in order to ensure efficient operations and compliance with established standards, policies, and procedures. * Coordinates campus-wide records destruction activities, including vendor sourcing, scheduling, and compliance with applicable records retention and disposal requirements. * Prepares reports and maintains procurement-related records and documentation as required. * Assists other staff members with assignments as necessary. * Performs other related work as required. Buyer III - In addition to Buyer II Description * Communicates verbally and through written correspondence with vendors, state agencies, University departments, and other appropriate individuals to exchange information, coordinate procurement activities, and resolve purchasing, contract, vendor-related, and other procurement issues and concerns. * Monitors assigned agency and departmental procurement activities to coordinate staff efforts and ensure compliance with established policies, standards, procedures, and organizational objectives. * Serves as a functional resource and day-to-day point of contact for Buyer I and Buyer II staff, providing guidance on procurement procedures, reviewing work for accuracy and compliance, and assisting the Director of Procurement with onboarding and training of new department personnel. * Identifies opportunities to improve procurement workflows, systems, and procedures; develops draft policy guidance, procedural documentation, and training materials for review and approval by the Director of Procurement. * Reviews and evaluates requests for procurement policy exceptions or non-standard purchasing arrangements, assessing compliance risk and making recommendations to the Director of Procurement regarding appropriate action. Requirements: Buyer II Required Qualifications: * Obtain and maintain applicable Massachusetts Certified Public Purchasing Official (MCPPO) certifications within one (1) year of appointment, including required coursework in Public Contracting Overview, Supplies and Services Contracting, and Design and Construction Contracting, as applicable to assigned duties, and complete all continuing education and recertification requirements established by the Massachusetts Office of the Inspector General. * Knowledge of the principles, practices, procedures, and regulations related to public procurement and purchasing. * Knowledge of agency procedures and guidelines governing the purchase of supplies, materials, equipment, and services. * Knowledge of the methods and practices of general report writing. * Ability to understand, interpret, explain, and apply laws, regulations, policies, procedures, specifications, standards, and guidelines governing procurement and assigned operational activities. * Ability to read, interpret, and apply information contained in contracts, bids, specifications, reports, and related procurement documents. * Ability to gather, organize, and evaluate information through questioning individuals and examining records, reports, and documents. * Ability to analyze data, determine applicability, draw logical conclusions, and make appropriate recommendations. * Ability to prepare, assemble, and maintain reports, records, charts, graphs, tables, and related documentation in accordance with established procedures and formats. * Ability to work accurately with names, numbers, codes, financial data, symbols, and other detailed information. * Strong computer proficiency, including working knowledge of Microsoft Word, Excel, email, and other business software applications. * Ability to communicate effectively and professionally orally and in writing, including via telephone, email, and in-person interactions. * Ability to provide oral and written instructions in a clear, concise, and understandable manner. * Ability to establish and maintain effective and harmonious working relationships with members of the campus community, vendors, suppliers, management, staff, and the public. * Strong negotiation, customer service, interpersonal, and problem-solving skills. * Ability to deal tactfully, diplomatically, and professionally with others while exercising sound judgment and discretion in carrying out assigned responsibilities. * Ability to follow oral and written instructions and work independently with minimal supervision. * Ability to work effectively in a fast-paced, deadline-driven environment and adjust to changing priorities, operational needs, and program requirements. * Ability to maintain accurate and organized records. * Must be able to successfully pass a Criminal Offender Record Information (CORI) check and any additional background checks required by the University. Minimum Entrance Requirements: Applicants must possess one of the following qualifications: At least two (2) years of full-time, or equivalent part-time, professional or paraprofessional experience in purchasing, procurement, business operations, contract administration, finance, accounting, or other closely related work, including at least one (1) year in a professional capacity; or Any equivalent combination of the required experience and the substitutions listed below. Substitutions: An Associate's degree in business administration, business management, public administration, accounting, finance, supply chain management, or a closely related field may be substituted for a maximum of one (1) year of the required experience. A Bachelor's degree or higher in business administration, business management, public administration, accounting, finance, supply chain management, or another closely related field may be substituted for the required experience. Education toward such a degree will be prorated based on the proportion of degree requirements completed. Buyer III Required Qualifications: * Obtain and maintain applicable Massachusetts Certified Public Purchasing Official (MCPPO) certifications within one (1) year of appointment, including required coursework in Public Contracting Overview, Supplies and Services Contracting, and Design and Construction Contracting, as applicable to assigned duties, and complete all continuing education and recertification requirements established by the Massachusetts Office of the Inspector General. * Knowledge of the principles, practices, procedures, and regulations related to public procurement and purchasing. * Knowledge of agency procedures and guidelines governing the purchase of supplies, materials, equipment, and services. * Knowledge of the methods and practices of general report writing. * Ability to understand, interpret, explain, and apply laws, regulations, policies, procedures, specifications, standards, and guidelines governing procurement and assigned operational activities. * Ability to read, interpret, and apply information contained in contracts, bids, specifications, reports, and related procurement documents. * Ability to gather, organize, and evaluate information through questioning individuals and examining records, reports, and documents. * Ability to analyze data, determine applicability, draw logical conclusions, and make appropriate recommendations. * Ability to prepare, assemble, and maintain reports, records, charts, graphs, tables, and related documentation in accordance with established procedures and formats. * Ability to work accurately with names, numbers, codes, financial data, symbols, and other detailed information. * Strong computer proficiency, including working knowledge of Microsoft Word, Excel, email, and other business software applications. * Ability to communicate effectively and professionally orally and in writing, including via telephone, email, and in-person interactions. * Ability to provide oral and written instructions in a clear, concise, and understandable manner. * Ability to establish and maintain effective and harmonious working relationships with members of the campus community, vendors, suppliers, management, staff, and the public. * Strong negotiation, customer service, interpersonal, and problem-solving skills. * Ability to deal tactfully, diplomatically, and professionally with others while exercising sound judgment and discretion in carrying out assigned responsibilities. * Ability to follow oral and written instructions and work independently with minimal supervision. * Ability to work effectively in a fast-paced, deadline-driven environment and adjust to changing priorities, operational needs, and program requirements. * Ability to maintain accurate and organized records. * Ability to supervise staff, including monitoring and evaluating performance; supporting and coordinating training; motivating employees; and recommending disciplinary action, as appropriate. * Must be able to successfully pass a Criminal Offender Record Information (CORI) check and any additional background checks required by the University. Minimum Entrance Requirements: Applicants must possess one of the following qualifications: At least three (3) years of full-time, or equivalent part-time, professional or paraprofessional experience in purchasing, procurement, contract administration, business operations, finance, accounting, supply chain, or other closely related work, including at least two (2) years in a professional capacity; or Any equivalent combination of the required experience and the substitutions listed below. Substitutions An Associate's degree in business administration, business management, public administration, accounting, finance, supply chain management, or a closely related field may be substituted for a maximum of one (1) year of the required experience. A Bachelor's degree or higher in business administration, business management, public administration, accounting, finance, supply chain management, or another closely related field may be substituted for a maximum of one (1) year of the required overall experience and one (1) year of the required professional experience. Education toward such a degree will be prorated based on the proportion of degree requirements completed. Note: Educational substitutions may be applied for a maximum of two (2) years of the required experience, including no more than one (1) year of the required professional experience. This AFSCME union position is part of the Commonwealth Human Resources Division Classification Specifications. Click this link or follow the URL for a full description of the classification specifications. Additional Information: Buyer II Supervision Exercised: Incumbents of positions at this level do not exercise formal supervisory authority over staff. Employees may provide functional guidance and administrative support to University personnel regarding procurement processes, requisition workflow activities, purchasing procedures, and compliance with established procurement policies and requirements. This is a full-time, benefited, non-exempt position. The position is governed by the AFSCME/1067, Council 93 Collective Bargaining Agreement. The agreement outlines the grade and step compensation model with an annual salary of $61,231.52 which is non-negotiable in adherence with the CBA. This position is a salary grade 17, step 01. Hours are 8:30am through 5:00pm. Buyer III Supervision Exercised: Incumbents of positions at this level do not exercise formal supervisory authority over staff. Employees may provide functional oversight, administrative coordination, training, and guidance to University personnel related to procurement operations, requisition workflow activities, purchasing procedures, solicitation activities, and compliance with established procurement policies, standards, and applicable regulations. This is a full-time, benefited, non-exempt position. The position is governed by the AFSCME/1067, Council 93 Collective Bargaining Agreement. The agreement outlines the grade and step compensation model with an annual salary of $67,580.50 which is non-negotiable in adherence with the CBA. This position is a salary grade 19, step 01. Hours are 8:30am through 5:00pm. Fitchburg State University is an equal opportunity employer. Application Instructions: Interested candidates should submit a cover letter, resume and be prepared to enter name/contact information for three professional references. Please click CONTACT US if you need assistance applying through this website. Please click here to login to check/edit your profile or to upload additional documents.