Buyer - All Tiers (Procurement Services)

Job Description

Job Overview

Performs administrative duties related to the procurement of commodities and services County wide in a centralized procurement office.

Salary

$51,313 - $80,017


Ideal Candidate

Procurement Services is seeking a proactive Buyer who uses independent judgment and advanced data tools to drive successful project outcomes. The ideal candidate is a highly organized professional who balances technical expertise in public sector regulations with strong ethical judgment, computer, writing, and communication skills.

Benefits

Click HERE to view our Benefits at a glance

• Generous PTO & Holiday Plan
• Health Plans
• Health Savings Account
• Dental & Vision Plans
• Employee Assistance Program (EAP)
• Healthcare Flexible Spending Account
• Dependent Care Flexible Spending Account
• Tuition Reimbursement
• Cafeteria Benefit
• Life Insurance
• Short & Long-Term Disability Insurance

Core Competencies

• Customer Commitment - Proactively seeks to understand the needs of the customers and provide the highest standards of service.
• Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional and ethical behaviors that establishes trust throughout the organization and with the public we serve.
• Organizational Excellence - Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations.
• Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals.

Tier 1 Tier 2 Tier 3
Duties and Responsibilities

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform some or all the activities described below.

• Analyze price, financial reports, and other information to determine reasonableness of price.
• Assists internal/external customers with the County eProcurement platform.
• Assists the organization in discussions with suppliers.
• Assists with formulating and drafting bid or purchasing specifications for a wide range of commodities and services.
• Builds pricing tables and questionnaires in the County eProcurement platform to ensure successful procurements.
• Develops and assembles procurement documents and coordinates any required reviews to ensure consistency and accountability in County procurements.
• Facilitates the entire procurement process that results in the acquisition of a variety of commodities and services to fulfill the requirements of County agencies and departments.
• Identifies potential vendors, using various sources, to ensure adequate competition.
• Initiates or assists more senior staff to evaluate suppliers based on price, quality, and delivery speed.
• Manages the County eProcurement platform using designated processes so that the department dashboard depicts an accurate representation of the procurement projects and contract administration.
• Monitor, manage, and respond to bidder/proposer questions to be transparent to all vendors.
• Performs a comprehensive responsiveness check for each low bidder and all proposers prior to engaging the requesting department for review or evaluation committee review.
• Performs a thorough review of department specifications to ensure verbiage is open and nonrestrictive to obtain effective competition.
• Provides recommendations and suggestions for contractual compliance.
• Prepares award recommendations in compliance with agency policy; and issues purchase orders.
• Prepares purchase orders, agreements, contract extensions, change orders, revisions and modifications, and other similar documents.
• Provides staff and technical support to higher level staff as necessary or requested.
• Provides support to customers for the purpose of identifying and solving potential or actual problems concerning procurement-related matters.
• Research product market/services and determine proper procurement method specific to each requested purchase.
• Reviews intake requests, requisitions, agreements, purchase orders and reports for accuracy, completeness, and compliance with agency policies submitted by requesting department and agency employees managing contracts.
• Writes professional letters as required for multiple scenarios.
• Performs other related duties as required.

Duties and Responsibilities

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described below.

• Assists internal/external customers with the County eProcurement platform.
• Builds pricing tables and questionnaires in the County eProcurement platform to ensure successful procurements.
• Conducts public bid/proposal opening for projects over the formal bid threshold in accordance with established procedures.
• Determines the appropriate method of solicitation in accordance with applicable laws and Board policies.
• Develops and assembles procurement documents and coordinates any required reviews to ensure consistency and accountability in County procurements.
• Facilitates the entire procurement process that results in the acquisition of a variety of commodities and services to fulfill the requirements of County agencies and departments.
• Facilitates various publicly noticed meetings, e.g. evaluation committee, oral presentations, negotiations, bid review committee, contractor performance meetings, between County staff and vendor community.
• Identifies issues that require an addendum and prepares and issues addendum to ensure all offers have the same information.
• Identifies potential vendors, using various sources, to ensure adequate competition.
• Manages procurement meeting recordings to be transparent to all vendors.
• Manages the County eProcurement platform using designated processes so that the department dashboard depicts an accurate representation of the procurement projects and contract administration.
• Monitor, manage, and respond to bidder/proposer questions to be transparent to all vendors.
• Negotiates with vendors to obtain best prices.
• Oversees and leads the Pre-Bid/Proposal Conference to ensure information and instructions comply with applicable Ordinances and policies, and to ensure the clarity of solicitation documents and responses are provided timely to vendor community questions.
• Performs a comprehensive responsiveness check for each low bidder and all proposers prior to engaging the requesting department for review or evaluation committee review.
• Performs a thorough review of department specifications to ensure verbiage is open and nonrestrictive to obtain effective competition. Provides recommendations and suggestions for contractual compliance.
• Prepares award recommendations in compliance with agency policy.
• Prepares purchase orders, agreements, contract extensions, change orders, revisions and modifications, and other similar documents.
• Provides guidance, training, and motivation to lower-level personnel in the procurement processes and automation systems.
• Reviews intake requests, requisitions, agreements, purchase orders and reports for accuracy, completeness, and compliance with agency policies submitted by requesting department and agency employees managing contracts.
• Reviews, evaluates, and resolves protests in accordance with established procedures, to ensure bidders/proposers receive due process and are treated fairly and consistently.
• When so designated, may assume the authority of, and act on behalf of a more senior staff member.
• Writes professional letters as required for multiple scenarios.
• Performs other related duties as required.

Duties and Responsibilities

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described below.

• Assists internal/external customers with the County eProcurement platform.
• Builds pricing tables and questionnaires in the County eProcurement platform to ensure successful procurements.
• Conducts public bid/proposal opening for projects over the formal bid threshold in accordance with established procedures.
• Consults with department head or designee to determine commodity/service needs and delivery schedules.
• Determines the appropriate method of solicitation in accordance with applicable laws and Board policies.
• Develops and assembles procurement documents and coordinates any required reviews to ensure consistency and accountability in County procurements.
• Facilitates the entire procurement process that results in the acquisition of a variety of commodities and services to fulfill the requirements of County agencies and departments.
• Facilitates various publicly noticed meetings, e.g. evaluation committee, oral presentations, negotiations, bid review committee, contractor performance meetings, between County staff and vendor community.
• Identifies issues that require an addendum and prepares and issues addendum to ensure all offerors have the same information.
• Identifies potential vendors, using various sources, to ensure adequate competition.
• Manages procurement meeting recordings to be transparent to all vendors.
• Manages the County eProcurement platform using designated processes so that the department dashboard depicts an accurate representation of the procurement projects and contract administration.
• May assign, monitor, and review work.
• Monitor, manage, and respond to bidder/proposer questions to be transparent to all vendors.
• Negotiates with vendors to obtain best prices.
• Oversees and leads the Pre-Bid/Proposal Conference to ensure information and instructions comply with applicable Ordinances and policies, and to ensure the clarity of solicitation documents and responses are provided timely to vendor community questions.
• Performs a comprehensive responsiveness check for each low bidder and all proposers prior to engaging the requesting department for review or evaluation committee review.
• Performs a thorough review of department specifications to ensure verbiage is open and nonrestrictive to obtain effective competition. Provides recommendations and suggestions for contractual compliance.
• Prepares award recommendations in compliance with agency policy.
• Prepares purchase orders, agreements, contract extensions, change orders, revisions and modifications, and other similar documents.
• Provides countywide guidance, training, and assistance related to procurement processes.
• Provides guidance, training, and motivation to lower-level personnel in the procurement processes and automation systems.
• Reviews intake requests, requisitions, agreements, purchase orders and reports for accuracy, completeness, and compliance with agency policies submitted by requesting department and agency employees managing contracts.
• Reviews, evaluates, and resolves protests in accordance with established procedures, to ensure bidders/proposers receive due process and are treated fairly and consistently.
• When so designated, may assume the authority of, and act on behalf of a more senior staff member.
• Writes professional letters as required for multiple scenarios.
• Performs other related duties as required.

Job Specifications

• Ability to prepare and/or review bid documents and responses for compliance with policies, procedures, conditions, and regulations.
• Ability to prepare purchase orders, contracts, and similar documents.
• Ability to establish and maintain effective working relationships with others within and outside own organization.
• Ability to use a computer and related software.
• Ability to collect, organize and evaluate data in order to develop logical conclusions.
• Ability to use considerable initiative, think independently, and exercise sound judgment.
• Ability to perform arithmetic calculations rapidly and accurately.
• Ability to communicate effectively, both orally and in writing.

Job Specifications

• Ability to collect, organize and evaluate data to develop logical conclusions.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with others within and outside own organization.
• Ability to perform arithmetic calculations rapidly and accurately.
• Ability to prepare and/or review bid documents and responses for compliance with policies, procedures, conditions, and regulations.
• Ability to prepare purchase orders, contracts, and similar documents.
• Ability to use a computer and related software.
• Ability to use considerable initiative, think independently, and exercise sound judgment.
• Knowledge of County procurement policies, practices, procedures, and regulations.
• Knowledge of procurement practices such as vendor and source identification, pricing methods and calculations, bid and proposal preparation, contracts, and pricing agreements.
• Skill in contract negotiations.

Job Specifications

• Ability to collect, organize and evaluate data to develop logical conclusions.
• Ability to communicate effectively, both orally and in writing.
• Ability to conduct research, collect and interpret data and develop logical conclusions.
• Ability to establish and maintain effective working relationships with others within and outside own organization.
• Ability to evaluate the effectiveness of programs and work processes.
• Ability to plan, organize and oversee the work of others.
• Ability to prepare and/or review bid documents and responses for compliance with policies, procedures, conditions, and regulations.
• Ability to prepare purchase orders, blanket/contract purchase agreements, contract extensions, change orders, revisions and modifications, and other similar documents.
• Ability to use a computer and related software.
• Ability to use considerable initiative, think independently, and exercise sound judgment.
• Ability to work effectively with others.
• Knowledge of County procurement policies, practices, procedures, and regulations.
• Knowledge of Federal, State, and local laws and regulations affecting procurement policies, practices and procedures.
• Knowledge of procurement practices such as vendor and source identification, pricing methods and calculations, bid and proposal preparation, contracts, and pricing agreements.
• Skill in contract negotiations.
• Skill in making presentations to groups.

Physical Requirements

• This position typically takes place in an office environment.
• Requires sitting for an extended period of time.

Work Category

Sedentary work - Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Physical Requirements

• This position typically takes place in an office environment.
• Requires sitting for an extended period of time.

Work Category

Sedentary work - Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Physical Requirements

• This position typically takes place in an office environment.
• Requires sitting for an extended period of time.

Work Category

Sedentary work - Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Minimum Qualifications Required

• Associate's Degree; AND
• Two (2) years of experience in an office environment

OR

• An equivalent combination of education (not less than a high school diploma/GED), training, and experience that would reasonably be expected to provide the job-related competencies noted above.

Minimum Qualifications Required

• Bachelor's Degree; AND
• Two (2) years of experience procuring commodities and services;

OR

• An equivalent combination of education (not less than a high school diploma/GED), training, and experience that would reasonably be expected to provide the job-related competencies noted above.

Minimum Qualifications Required

• Bachelor's Degree; AND
• Three (3) years of experience procuring commodities and services;

OR

• An equivalent combination of education (not less than a high school diploma/GED), training, and experience that would reasonably be expected to provide the job-related competencies noted above.

Emergency Management Responsibilities

In the event of an emergency or disaster, an employee may be required to respond promptly to duties and responsibilities as assigned by the employee's department, the County's Office of Emergency Management, or County Administration. Such assignments may be for before, during or after the emergency/disaster.

Career Progression

Employees in this classification that acquire the competencies and minimum qualifications for the next tier will be able to apply for promotional opportunities through a competitive selection process. Employees will not automatically be upgraded to the next tier. Reclassifying a position is based on business need and financial impact and is not based solely on the job competencies or qualifications of the incumbent.