Bargaining Unit: Office and Clerical Employee Unit
Salary Code: 17
Fair Labor Standards Act Designation: Nonexempt
Revision Date: December 16, 2021
Under general supervision of the Supervisor of Procurement and Fleet Services, Under general supervision of the Supervisor of Procurement and Fleet Services, procures materials, supplies, services, equipment and performs clerical work related to the purchasing records. Buyer is a single position classification.
EXAMPLES OF WORK PERFORMED:
The information below is meant to serve as examples of the job duties and responsibilities for this classification. This list is neither inclusive nor exclusive, but indicative of several types of duties performed.
- Reviews and evaluates Purchase Requests for quality, suitability, budget coding, and quantity of materials, supplies, and equipment.
- Prepares and reviews Purchase Requests for clarification and adherence to District policies and procedures.
- Places orders to purchase standard and non-standard materials, supplies, and equipment and assists in the follow-up on contracts for materials, supplies, and equipment.
- Tracks and expedites purchase orders and ensures accurate delivery dates and receipt of shipments.
- Confers with District departments and corresponds with vendors regarding quality, cost, terms, delivery, discounts, or transportation of ordered materials; adjusts orders when errors occur.
- Locates sources of supply, performs price and cost analysis, evaluates quality and suitability of supplies and materials. Recommends diversified sources for purchasing materials, supplies, and equipment.
- Evaluates problems, makes recommendations, and represents the District in a professional manner while resolving vendor related inquiries.
- Prepares, administers, and monitors District budgets.
- Provides purchasing, planning and control information by collecting, reviewing, and summarizing data and trends.
- Prepares reports, correspondence, and statistical data; maintains records and files.
- Represents the District at various meetings and/or appointments.
- Interviews and evaluates vendors and acquires catalogs and other literature, as necessary, regarding product quality, prices, and new or changing products.
- Prepares materials and evaluates informal bids.
- Coordinates with the District’s General Accounting department to resolve invoice disputes, validate vendor invoices, and follow-up/request invoices from vendors.
- Monitors vendor and contractor insurance certificates and requests renewal as needed
- Performs other duties as assigned.
Education and Experience: Any combination of equivalent education and experience that has led to the acquisition of the knowledge required by the position. A typical way of acquiring the knowledge would be:
Completion of one (1) year of college (30 semester units), including course work in purchasing, public or business administration, or related field, and three (3) years of experience in a responsible position performing activities in purchasing supplies, inventory control, and procurement work experience that included; preparing, reviewing, and/or evaluating, requisitions, bids, and/or contracts, or any combination thereof;
Four (4) years’ experience performing administrative support; clerical, technical, paraprofessional work that involved the knowledge, interpretation, and application of policies, rules, regulations, and procedures calling for interaction with vendors/contractors, the public, staff at various organizational levels or representatives from other agencies or organizations.
- Procedures, techniques, and legal aspects of purchasing a variety of materials.
- The identification, use, and lot sizes commonly used in purchasing materials and supplies.
- Standard price and purchasing reference sources.
- Specification and contract writing.
- Accounting and statistics as applied to purchasing.
- Computer applications in the performance of duties and responsibilities.
- Department practices, policies, and procedures necessary to complete work assigned.
- Principles and practices of effective customer service.
- Understand, interpret, and apply department policies, rules, regulations, and procedures.
- Effectively and independently manage multiple work assignments, set priorities, and meet established deadlines.
- Develop and maintain records and files.
- Review detail with a high level of accuracy.
- Maintain a high degree of initiative, maturity, integrity, loyalty, accountability, creativity, and good judgment.
- Understand and carry out oral and written instructions.
- Establish and maintain effective working relationships at all organizational levels and with the public.
- Operate a District vehicle observing legal and defense driving practices.
- Moderate lifting of supplies and materials up to 50 pounds.
- Possess physical characteristics to perform the critical and important duties of the job, including sitting, kneeling, standing, and walking on uneven ground.
- Faced with interruptions and noisy work environment.
- Exposure to computer screens.
- Possess a valid California Class C Driver’s License with a driving record acceptable to the District’s automobile insurance provider.
- Ability to type 35 WPM.