BUYER

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under general supervision, performs a variety of professional and technical duties in the purchase of equipment, materials, and supplies used in a governmental agency; maintains a variety of related computerized records and reports; performs a variety of routine financial duties; and performs related work as required.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Purchases a variety of items and commodities for City departments in accordance with standard purchasing procedures.
• Interviews vendors, reviews catalogs and other sources to secure information.
• Assists departments in budget preparation by soliciting informal quotations on capital improvements.
• Prepare, send out, receive and review RFP’s or RFQ’s for annual contracts and purchases required written bids. Ensures bids are responsive, analysis, negotiates and issues purchase orders to award RFP’s or RFQ’s.
• Ensure vendors are in compliance with delivery dates and other terms of their contract and purchase order.
• Receives on-line purchase requisitions and reviews for completeness.
• Ensure all paperwork is completed, research delays or problems/issues, and expedites orders, process payments.
• Consolidates purchases when possible to maximize benefits of quantity purchases.
• Prepares and mails legal notice to bidders for posting or publications.
• Prints and mails purchase orders on a daily basis.
• Performs a variety of clerical tasks related to maintaining purchasing files, vendor file, bidder’s list, monthly credit card reports, and all correspondence.
• Prepares and packs purchasing records to be sent to the City’s Record Retention Center.
• Prepares clear and concise written reports and communicates clearly and concisely, both orally and in writing.
• Answers the telephones, makes appointments, schedules meetings, and attends meetings in the absence of the Purchasing Supervisor.
• Notifies interested parties of bid conferences and meetings.
• Utilizes on-line inventory system to fill office supplies and performs warehouse duties as needed.
• Operate standard office equipment and learn appropriate software programs utilized in the Purchasing Division of the Finance Department.
• Performs related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Principles and common purchasing practices and legal terminology, accounting practices, and budgetary controls.
• Shipping and receiving practices, procedures and terminology.
• Prepare clear on concise written reports and communicates clearly and concisely, both orally and in writing.
• Principles and practices of customer service.
• Modern office procedures, methods, and equipment including computers.
• Computer applications such as word processing and spreadsheets.
• English usage, spelling, grammar and punctuation.

Ability to:

• Learn Municipal Purchasing Practices and knowledgeable of common Purchasing and legal terminology.
• Plan and evaluate daily work.
• Establish and maintain effective working relationship with vendors, City personnel and the public.
• Work under extremely high pressure with frequent interruptions and critical time deadlines.
• Able to receive competitive quotes.
• Exercise good judgment and confidentiality in maintaining sensitive information.
• Deal tactfully and courteously with coworkers and the public.
• Assist in the purchasing process of closing and starting the fiscal years.
• Give and follow oral and written instructions.
• Establish and maintain effective working relationships with others and contribute to a successful purchasing team effort.
• Able to prepare clear and concise written reports and communicates clearly and concisely, both orally and in writing.
• Demonstrate an awareness and appreciation of the cultural diversity of the City workforce and the community.
• Understand, interpret, and apply general and specific administrative and departmental policies and procedures.
• Effectively represent the City to outside individuals and agencies.
• Exercise good judgment in maintaining critical and sensitive information, records, and reports.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training: Equivalent to the completion of the twelfth grade.

Experience: Two years of experience in purchasing a wide variety of supplies, materials, and equipment.

License or Certificate - Possession of a valid Class “C” California driver’s license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: CONTINUOUS working indoors, dust from paperwork. INFREQUENT exposure to extreme heat and humidity outdoors or in un-air-conditioned facilities; temperatures swings from air-conditioned offices to outdoors; fumes, odors, solvents and toxic substances. Work schedule is an 80- hour bi-weekly period. Work environment is both formal and informal, team oriented, having variable tasks, in a fast pace and pressured environment.

Physical: CONTINUOUS sitting, upward and downward flexion of neck; fine finger dexterity and light to moderate finger pressure to manipulate keyboard, equipment controls and other office equipment; pinch grasp to manipulate writing utensils. FREQUENT side-to-side turning of neck, walking, standing, bending and stooping, pushing/pulling, twisting at waist, moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 10 lbs from below waist to above shoulders and transporting distances up to 50 yards. OCCASIONAL squatting, kneeling, reaching above and at shoulder height, moderate grasp to manipulate reference books and manuals; lifting objects weighing 11-25 lbs. from below waist to above shoulders and transporting distances up to 50 yards. INFREQUENT lifting and handling of objects weighing up to 50 lbs.

Communication: VISION (may be correctable) to operate equipment, perform research on files and records, read reference books, manuals and computer screens. HEARING of conversations in person and by telephone. SPEAKING to conduct personal and telephone conversations, conduct training. WRITING to complete reports and records, sign documents. READING of reference books, records, laws, regulations and ordinances.

Revised: July 2009
JP/Department

Date: November 2000
GAS