Buyer II

Description

Under general direction, the Buyer II performs a variety of professional level purchasing and procurement activities, which include, but are not limited to, preparing and conducting formal and informal solicitations using Request for Proposals, Invitation for Bids, and Request for Quotes to acquire goods, equipment, materials, supplies, software, non-professional services, and certain professional services; evaluating bids, proposals, and quotes; negotiating with vendors and contractors; performing market research; performing price and cost analyses; issuing purchase orders, coordinating contract execution; monitoring contract compliance; drafting and coordinating amendments to existing contracts; maintaining accurate procurement records; providing procurement guidance to departments and vendors; and performing other related work as assigned.


SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Procurement and Contracts Manager. Exercises no supervision over staff.

CLASS CHARACTERISTICS

The Buyer II is a journey-level procurement classification requiring the application of sound purchasing principles, public-sector procurement practices, applicable State and Federal requirements and agency policies and procedures. The work has complex, technical, and programmatic aspects requiring the interpretation and application of policies, procedures, laws, regulations, and grant requirements and involves frequent contact with the public and other agency personnel. The position is expected to manage from planning through award and post-award, a wide variety of simple to complex purchases of goods, equipment, materials, software, non-professional services, and certain professional services. Incumbents work independently and with limited oversight, seeking guidance on unusual, highly complex, or policy-level matters. Additionally, incumbents work with procurements funded with local, regional, State, and Federal funding sources and must understand when additional requirements apply to a particular purchase.

This position is expected to recognize and navigate legal, financial, operational, ethical, and compliance issues and provide day-to-day procurement assistance to agency departments. This classification does not include responsibility for public works construction contracting or architectural and engineering services; however, may provide secondary support for these as necessary.
EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the typical functions of the job.

Ø Reviews purchase requisitions and procurement requests for completeness, appropriateness, availability of funding, procurement method, and compliance with agency policies and procedures.

Ø Confers with agency departments and end users to understand procurement needs and requirements, develop procurement strategies, and clarify specifications, scopes of work, delivery requirements, and performance expectations.

Ø Determines or recommends the appropriate purchase method based upon the nature, value, funding source, complexity, and circumstances of a procurement.

Ø Prepares Request for Proposals, Invitations for Bids, Request for Quotes, and other agency-approved solicitation packages and conducts formal and informal solicitations for the purchase of goods, equipment, materials, supplies, software, non-professional services, and certain professional services.


Ø Develops or assists in developing pricing schedules, evaluation criteria, contractual terms, instructions to bidders and proposers, and other related procurement documents.

Ø Coordinates solicitation schedules, vendor communications, advertising, pre-bid or pre-proposal activities, questions and answers, addenda, and notices of awards.

Ø Coordinates and facilitates the Bid or Proposal evaluation process, including but not limited to, responsiveness and responsibility evaluations, requesting clarifications from Bidders and Proposers, scheduling and facilitating interviews and demonstrations, negotiations, and best and final offer processes.

Ø Utilizes an eProcurement software system to conduct solicitation activities.

Ø Utilizes an Enterprise Resource Planning (ERP) software system to issue Purchase Orders, manage contract activities, and perform vendor and supplier management.

Ø Utilizes an eSignature software system to route agreements, amendments, task orders, and other correspondence for signatures.

Ø Performs market research to identify available sources and potential suppliers, including the evaluation of cooperative contracts.

Ø Reviews contract insurance requirements and insurance documentation for compliance.


Ø Reviews and processes Task Orders.

Ø Drafts, reviews, and/or coordinates the execution of amendments to existing contracts.

Ø Performs or assists with procurement-related analytical and administrative analyses as needed.

Ø Develops, summarizes, and maintains detailed procurement records in compliance with agency and applicable policies and regulations.

Ø Maintains records and prepares reports, including vendor performance files; assists in determining reorder points and in determining practicable order quantities for materials and supplies.


Ø Identifies opportunities for competition, standardization, consolidation, cooperative purchasing, and other strategies that may provide value to the agency.

Ø Provides procurement-related training to departments and end users.

Ø Participates in departmental continuous improvement exercises.

Ø During emergencies, provides procurement support, which may be required after hours and on weekends.

Ø Performs other procurement related duties as assigned.

Requirements

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:

Ø A bachelor's degree from an accredited college or university, preferably with major coursework in business administration, public administration, finance, or another related field; and


Experience:

Ø Two (2) years of experience in purchasing, procurement, contract administration, or another related field.

Preferred Qualifications:

Ø Certified Professional Public Buyer (CPPB)

QUALIFICATIONS

Knowledge of:

Ø Principles and practices of public agency procurement, including formal and informal competitive bidding processes and procedures for non-public works projects.

Ø Methods of developing contracts and/or service agreements or other written legal agreements.

Ø Principles of risk management and general knowledge of typical third-party contract insurance policies and requirements.

Ø California Department of Industrial Relations (DIR) prevailing wage and certified payroll requirements.

Ø Research, statistical, analytical, and reporting methods, techniques, and procedures.

Ø Technical writing and report preparation.

Ø English usage, grammar, spelling, vocabulary, and punctuation.


Ø Modern office practices, methods, computer equipment and applications related to the duties of the position.

Ø Techniques for providing a high level of customer service to effectively serve the public, District staff, vendors, contractors, and other stakeholders.

Ability to:

Ø Work with, format, and understand complex, legal, and technical solicitation documents, scopes of work, specifications, and contracts.

Ø Analyze and compare detailed quotations, bids, and proposals.

Ø Analyze, interpret, summarize, and present administrative and technical information and data to evaluators, procurement staff, leadership, and other stakeholders.

Ø Negotiate contracts for the acquisition of supplies, materials, equipment, and services.

Ø Coordinate and facilitate Pre-Bid/Pre-Proposal meetings, site walks, evaluation committee reviews, interviews, negotiation meetings, and public bid openings.

Ø Ability to travel to other SMART facilities and project site locations as needed.

Ø Interpret and apply SMART policies and procedures.

Ø Research, interpret, apply, and explain Federal, State, and local policies, procedures, laws, and regulations.

Ø Conduct research on a wide variety of procurement topics, including contract feasibility, procurement planning, market analysis, and cooperative agreements.

Ø Demonstrate excellent planning, problem solving, and decision-making skills.

Ø Prepare clear and concise reports, correspondence, and other written materials.

Ø Establish and maintain a variety of filing, record keeping, and tracking systems.

Ø Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.

Ø Operate and maintain modern office equipment, including computer equipment and specialized software applications programs, particularly Microsoft Office Suite, and Adobe Acrobat.

Ø Use English effectively to communicate in person, over the telephone, and in writing.

Ø Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines.

Ø Maintain professionalism while working under pressure, with tight deadlines, or handling difficult situations.

Ø Work irregular hours as a disaster service worker when emergencies are declared.