Buyer II

Job Title

Buyer II

Position Objective

The position of Buyer II performs the essential functions of Buyer I, but in addition, specifically assists the Utility Department(s) with solicitation needs such as formal bids and quotes from vendors as it pertains to materials, equipment, and services for water, electric, or gas operations. Working days will be split among the Purchasing Department and the Utility Department.

Essential Functions

Assist the Utility department with all solicitation, requisitions, and change orders.

Responsible for sourcing specialized utility equipment, materials, and services.

Conduct commodity/services purchases, and work with the utility personnel, engineers, and suppliers to ensure that purchasing and contractual requirements are met to support the daily operations of the City utility department(s).

Assist the Utility Warehouse with ordering and reorder stocked items, supplies and materials, assigning of city identification tags to items; and other duties as deemed necessary by the Utilities Department.

Interact with Utilities department requisitioners to answer system and procedural questions regarding the entry of requisitions and change orders through the City's financial system.

Approve requisitions for purchases of commodities and non-professional services for City departments and related entities in accordance with all applicable laws, rules, and regulations.

Review and approve quotes in the system on behalf of City departments and related entities in accordance with all applicable laws, rules, and regulations.

Issues Purchase Orders based on inventory restocking needs or other Departments' requests after requests are approved by the appropriate authorities.

Prepares Invitation to Bids (ITBs) for vendors and submit advertising of bids to newspapers and/or vendors as appropriate.

Reviews award bid contracts in conjunction with the City legal staff to ensure adherence to Federal, State and City regulations and bid specifications. Responds to department user questions and ensure customers' needs are met.

Provide support to purchasing agents throughout the competitive solicitation process, including organizing documents, data entry into solicitation log and bidding system.

Review bids or related documentation to verify accuracy and completeness.

Prepare and scan bid documents into electronic data management system at the completion of the solicitation process.

Provides day-to-day support for the vendor management profiles in the financial system.

Maintains public records requests log and provides and/or facilitates the provision of documents to fulfil the request.

Generate and file departmental related reports or documents relating to the department's purchasing function.

Provides day-to-day support to management in the scheduling of meetings, coordinating calendars, updating business process and system job aid documentation.

Conducts proposal process includes advertisement, public openings, committee meetings, vendor presentations, pre-bid conferences, bid openings, bid protests and pre-construction meetings.

Reviews award bid contracts in conjunction with the City legal staff to ensure adherence to Federal, State and City regulations and bid specifications.

Utilizes solicitation methods and resources (Tyler, Euna OpenBids (formally DemandStar).

Performs all duties and tasks associated with pre-award, award and post-award phases of the bid and proposal process.

Assists in the disposition of surplus property and equipment, materials, services and supplies.

Maintains and updates computer database information, including bid tracking, contracts, bonds, sole source, vendor files and other relevant information.

Performs related work as required by the Procurement Manager.

Maintain relevant certifications and stay updated on industry trends.

Maintains public records requests and provides and/or facilitates the provision of documents to fulfil the request.

All other duties as required.

Additional Responsibilities

This position is part of the City's Emergency Management Team and, as such, shall be expected to perform all duties that are assigned during an emergency management operation. Any additional compensation, above the normal weekly salary shall be outlined by the City Manager in the City's Emergency Management Activation and Emergency Declaration. Failure to appear to perform emergency management assignment and to work assigned shifts as scheduled by the City's Emergency Management Director or individuals designated by the City Manager to assign such functions will result in disciplinary action up to and including termination.

Qualifications

EDUCATION AND EXPERIENCE REQUIREMENTS

• Associate Degree in Business Administration, Finance, Public Administration, and one (1) year of local government purchasing experience or an equivalent combination of education and experience.

CERTIFICATIONS AND LICENSES REQUIRED

• Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) preferred but not required.
• Valid FLA driver's license required.

Skills, Knowledge, and Abilities

• Incumbent should have knowledge and expertise in procuring services for the Utilities Department and ensuring all procurement activities adhere to federal, state, and local policy and procedures.
• Working knowledge of warehouse inventory procedures as they pertain to procurement.
• Fundamental knowledge of a variety of administrative procedures including recordkeeping, data entry, and scheduling and facilitating meetings.
• Basic knowledge of generally accepted purchasing principles, rules, established procedures, departmental guidelines, and regulatory requirements applicable to procurement functions.
• Advanced knowledge of using personal computers, printers, and document management equipment.
• Ability to maintain detailed records and perform a variety of related administrative and clerical tasks.
• Skill in the use of computers and the programs and applications necessary for successful job performance. Basic knowledge of rules, regulations, and policies involved in the procurement functions.
• Ability to express oneself clearly and concisely both orally and in writing.
• Ability to establish and maintain effective working relationships with supervisors, other departmental employees, vendors, and the public.

Benefits

The City offers 4 plans to choose from: Three (3) through Florida Health Care Plans (FHCP) and one (1) through Florida Blue (Blue Options Network).

Plans 1-3 FHCP: Plan 1, FHCP HMO, offers $0 premium cost for employee-only coverage with in-network benefits. Plan 2 is a FHCP HMO with differing deductibles and plan structure with in-network benefits. Plan 3 is a FHCP High-Deductible Plan, with local in-network coverage with $0 premium for employee-only coverage. Plan 4 is a Florida Blue High-Deductible Plan, with national in-network coverage and $0 premium for employee-only coverage.

Plans 1 and 2: FLEXIBLE SPENDING ACCOUNT (FSA)

The City offers the option for these tax-advantaged healthcare savings accounts for eligible employees enrolled in Plans 1 or 2. This debit card may be used for paying eligible medical, dental, or vision expenses.

Plans 3 & 4: HEALTH SAVINGS ACCOUNTS (HSA)

The City offers the option for these tax-advantaged healthcare savings accounts for eligible employees enrolled in Plans 3 or 4. This debit card may be used for paying eligible medical, dental, or vision expenses.

DENTAL INSURANCE

MetLife offers a PPO for individual and family coverage.

VISION INSURANCE

The vision provider is Metlife. Two plans are offered, a standard plan and a high plan.

EMPLOYER-PAID BASIC GROUP LIFE AND AD&D INSURANCE

The City of Port Orange offers 1x salary for Life and AD&D coverage for all general employees at no cost.

OPTIONAL SUPPLEMENTAL GROUP LIFE AND AD&D INSURANCE

The City offers the opportunity to purchase additional life insurance coverage for self, spouse, and child(ren).

AFLAC VOLUNTARY BENEFITS

AFLAC offers a variety of coverages for voluntary election, including critical illness, cancer, term life and whole life, and more.

BENEFITS EFFECTIVE DATE: Medical, dental and vision benefits are effective the first of the month following 30 days of employment.

RETIREMENT

The City offers excellent opportunities for retirement savings, including the opportunity for a 13% employer contribution to the general employee retirement savings plans. Mission Square is our retirement plan administrator.

401(a) - The City offers a defined contribution program 401(a). All regular employees (not covered by collective bargaining agreements) are automatically enrolled. The City contributes ten percent (10%) of annual eligible earnings to