Senior Buyer

Job Summary

This position is responsible for performing intermediate paraprofessional and difficult administrative work involved with procurement activities for the City. The work involves procurement, contracting, and negotiation of services, supplies and equipment in accordance with the City's codes, policies and regulations. The incumbent directly assists the Director of Procurement and other procurement staff and user departments supplying and seeking information on matters related to the procurement of goods and services. The Senior Buyer may manage, advise and offer direction to other divisions and departments relative to procurement activities. The functioning of major projects, programs or facilities or the provision of essential public services or revenue-producing City programs can be affected by procurement activities.

Essential Job Functions

•Responds to procurement related questions and inquiries from City staff and others; provide information and guidance; investigate complaints and recommend corrective action as necessary. •Reviews procurement requests for compliance with established laws, policies, and procedures (e.g., thresholds, accuracy, required attachments and/or references completeness of specifications/ requirements, available funds, appropriate approvals; work with user to cure any deficiencies or errors; process requisition into purchase order and/or contract in accordance with City procurement procedures. •Conducts market analysis using all readily available resources, including other government agencies' solicitations and contracts, to research and document sources of supply to resolve users' needs, cost and cost factors, price and availability trends, and marketplace challenges. •Collaborates with users to develop non-ambiguous, non-proprietary specifications, requirements, or scopes of work; selection / evaluation criteria; and appropriate pricing structures for use in Requests for Quotations (RFQ), Invitation for Bids IFB), and Requests for Proposals (RFP). •Selects the best source selection process, based upon the users' needs and the City Code and procurement policies and procedures. •Assists users in preparing justification, documentation, and authorizations for non-competitive procurements; obtains required approvals prior to making recommendations to Director of Procurement, or designee. •Plans, develops, and conducts pre-solicitation meetings, site visits, presentations and demonstrations. •Conducts public bid openings and document offers received timely. •Analyzes and documents quotes and bids for compliance with specifications, submittal requirements, and prices. •Coordinates with Director of Procurement, or designee, on establishing RFP evaluation teams. •Assists Director of Procurement or designee, with evaluation team processes and meetings. •Conducts reference and background investigations on offerors. •Verifies bidders/offeror's compliance with insurance, bonding, registration, license, and other legal and contractual requirements before issuing purchase order or contract. •Performs cost/price analysis on offers to determine price reasonableness. •Analyzes, approves/ rejects user's recommendations for award of completed solicitations. •Processes requisition into in financial system, obtains signatures on contract documents as required. •Ensures a transparent solicitation process and environment that provides for open and fair competition. •Coordinates contract management and administration requirements with user and contractor. •Follows up and expedites orders whenever necessary to assure minimal disruption in City operations. •Collaborates with users and contractors on matters relating to product substitutions, equivalents, schedules, and/or contractor performance problems. •Analyzes and documents justifications for any contract modifications requested by user; prepares contract modification documents, obtains approvals and signatures as required; inputs changes to purchase order in financial system. •Analyzes, documents, and conducts performance evaluations on contractors' performance. •Investigates and resolves routine problems related to procurement, delivery, contract administration and contractor performance. •Reviews and analyzes assigned contracts for terms, usage, performance, and marketplace changes prior to recommending a contract extension. •Obtains and records insurances, bonds, regulatory requirements prior to contract renewals/extensions. •Assists user departments with continuation of short and long term contract needs to ensure coverage in goods and services. •Assists Director of Procurement in responding to public information disclosure requests. •Assists in maintaining financial system databases. •Assists Director of Procurement, or designee, with debriefing non-awarded offerors. •Analyzes and documents facts and issues raised in a protest, and, prepares a draft response for the Director of Procurement. •Analyzes and documents facts and issues raised in a contract dispute, and, prepares a draft response with recommended actions for the Director of Procurement. •Develops, prepares, and presents training on assigned procurement and procurement related topics. •Maintains and updates procurement logs, databases, and records as required. •Creates and modifies documents, spreadsheets, and presentations as required.

Qualifications

Bachelor's degree with major coursework in business, procurement or closely related field; and five (5) years of progressively responsible work in governmental procurement; or any equivalent combination of education and experience. Special Qualifications: Must possess certification as a Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), Certified Purchasing Manager (C.P.M.), and Certified Professional in Supply Management (CPSM) or Certified Professional Contract Manager (CPCM) or be able to obtain certification within a reasonable time as determined by the City.

Knowledge, Skills, and Abilities

• Knowledge of modern office procedures and practices.
• Knowledge of Business English, spelling, arithmetic, punctuation, filing, and grammar, and possession of a good vocabulary.
• Knowledge of current governmental procurement processes (preferably local government), practices and procedures including procurement administration, competitive sourcing, contract administration, supply management, and strategic procurement planning.
• Knowledge and experience in developing negotiation strategies and techniques; problem-solving and decision-making techniques and processes; negotiation processes and documentation requirements.
• Knowledge of the functions, general procedures and requirements of a governmental jurisdiction.
• Skill in the use of word processing, spreadsheets, presentation and data base software.
• Ability to make decisions in accordance with rules, regulations, and department policies and procedures, as well as the ability to use resourcefulness in meeting new situations.
• Ability to carry out with limited supervision continuing assignments requiring the presentation of material and the maintenance of records.
• Ability to deal with the public and other employees courteously and tactfully and to convey concise and accurate explanations of policies, procedures, and requirements.

Summary of Employee Benefits

The City of Rockville offers a wide range of health and wellness benefits to full-time, regular employees. Part-time, regular employees working more than 20 hours per week may be eligible for benefits on a pro-rated basis. Benefits are not available to temporary employees.

HEALTH BENEFITS Medical Insurance Participation is available in one of several types of health plans. The city contributes toward each plan. Participation is optional. Employees may elect to participate in plans offered through Aetna or Kaiser Permanente. Benefit coverage is available beginning on date of hire. Dental Insurance Employees may enroll in the City's dental program offered through Guardian Dental. The city contributes a portion of the cost of each employee's dental coverage. If dental coverage is waived, the City's contribution is reallocated toward the employee's health plan cost. Start date of coverage is the first of the month following date of hire. Vision The city offers a vision plan with VSP. The city contributes a portion of the cost of each employee's vision coverage. Start date of coverage is the first of the month following date of hire.

GROUP LIFE INSURANCE The City provides life insurance equal to one and one-half times an employee's base salary. There is no cost to the employee for this benefit. Employees have the option of purchasing additional supplemental life insurance coverage for self, spouse and dependent child(ren). RETIREMENT SAVINGS PLAN Participation in the City of Rockville's retirement plan is mandatory. There are two parts to the retirement plan: 1) the Pension Plan and 2) the Thrift Plan. The City of Rockville Pension Plan (all employees) is a defined benefit plan that provides the participant with a specific monthly benefit at retirement. Monthly benefits are calculated based on a participant's salary and length of credited service. Employees are fully vested in the pension plan after 10 years of credited service and are always 100% vested in the amounts they contribute. The City of Rockville Thrift Plan (administrative and union employees only) is a defined contribution plan subject to the IRS code 401(a). Employees make pre-tax contributions and investment decisions. No specific amount of money is guaranteed at retirement. The benefits available are based on the amount contributed and are also affected by income, expenses, gains and losses. Deferred Compensation/457(b) Plan – The 457(b) plan, administered by Lincoln Financial, is an optional retirement plan. Contributions to this plan are made entirely by the employee. Both pre-tax and post-tax (Roth) options are available.

LEGAL RESOURCES Through Legal Resources, participating employees and their eligible family members can get free advice, consultation, and courtroom representation for common legal services. EMPLOYEE ASSISTANCE PROGRAM The City provides free, confidential counseling, assessment, and referral services to help employees deal with personal matters. The Employee Assistance Program (EAP) is also available for family members who are eligible health insurance plan dependents. LONG-TERM DIS