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Job Description

BUYER

JOB CODE 04310

Effective Date:	07/92A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to arrange for the purchase of assigned commodities and services. Work includes reviewing requests, talking to vendors and department officials, examining price, suitability, and availability of items or services, comparing specifications, and reviewing alternatives to requests to fulfill energy, affirmative action, value analysis, or other objectives. Work is performed independently under the general supervision of the Contract Services and Administration Supervisor.

ESSENTIAL FUNCTIONS:

• Conducts research, evaluates findings, and makes independent decisions on procurement matters;
• Interprets and evaluates contract provisions;
• Obtains oral and written price quotes from vendors;
• Compares quotes with the specifications and availability of items and places orders;
• Organizes, updates, and retains product information files and purchase order records;
• Reviews orders for completeness, accuracy, and compliance with existing policies and procedures;
• Obtains appropriate commodities in a timely manner;
• Prepares purchase orders through a computerized system and places orders for the purchase of goods and services;
• Interviews vendors and evaluates their products and capabilities as a supplier;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Option: Maintenance, Repair and Operating Supplies (MRO) Buyer

• Incumbents are assigned to purchase a variety of new and off-shelf commodities. Although commodities are categorized, each Buyer has responsibility for a number of technically unrelated products. Requisitions from departments regulate work. Depending on the total value of items to be ordered, the Buyer may approve purchase, may refer to Purchasing Agent for approval, or may prepare requests for Council action. Those which go to the Council must go through a formal bid process, whereas the others can be accomplished by telephone or written quotes from qualified vendors.

Option: Contract Purchases

• Incumbents are assigned to review, place and process all requisitions for materials which are on standing contracts with vendors. There are over one hundred contracts covering those purchases which are repetitive, affect a number of departments, are a critical need and may be available only after a long delay. The Buyer reviews the contract to determine applicability to request and whether it meets all stated terms and conditions of the purchase request. Then the Buyer reviews requisitions and confirming documents to verify coding information for computer input. The Buyer also advises departments of whether items can be purchased by contract and how the purchases must be handled.

Option: Contract Services

• Incumbents are assigned to review, place and process requisitions for vendor equipment repairs and small construction repair services, and to handle rental, maintenance, and lease-purchase agreements. These activities usually involve non-repetitive, non-routine, and emergency requests. Requests for equipment use involve a determination of whether rental or lease-purchase is appropriate. Equipment maintenance and repair involves research of alternatives with factory representatives.

Required Knowledge, Skills and Abilities:

Knowledge of:

• Office procedures and equipment.
• Assigned commodities and services including sources of supply, commodity markets, price trends, grades, and qualities.
• Common business practices relating to the purchase, pricing, terms, shipment, taxes, and payment for commodities and services.
• Uniform Commercial Code.
• Principles and practices of large scale centralized purchasing.

Ability to:

• Read, comprehend, and apply knowledge of laws, ordinances, rules, regulations and procedures governing public procurement.
• Communicate orally in the English language with customers, co-workers, vendors and the public in face-to-face one-to-one settings, or using the telephone.
• Enter data into a terminal, PC, or other keyboard device (Example: to prepare purchase orders).
• Work cooperatively with other City employees and the public.
• Make arithmetical calculations (multiplication, division, percentages, addition and subtraction) with accuracy and speed manually or through the use of a calculator.
• Express ideas clearly in writing in the English language.
• Resolve inquiries and complaints from the public.
• Work within established policies and regulations.
• Serve as a liaison between City departments and vendors.
• Work safely without presenting a direct threat to self or others.

Additional Requirements:

• Some positions will require the performance of other essential and marginal functions depending upon work location, assignment, or shift.

ACCEPTABLE EXPERIENCE AND TRAINING:
One year of experience as a buyer involving the procurement of a variety of supplies, materials, equipment, and services, and a bachelor's degree in public or business administration, administrative engineering, science, or a related filed. Other combinations of experience and education that meet the minimum requirements may be substituted.