Purpose Statement

The job of Buyer is done for the purpose/s of performing responsible technical duties related to the acquisition of supplies, equipment, and materials for the District; responding to inquiries regarding purchasing processes; and purchasing quantity items economically, efficiently and in accordance with established policies, procedures, and guidelines.

This job reports to Assigned Supervisor

Essential Functions

?       Administers bidding process and contracts for vendor performance/compliance within established limits (e.g. prepare specifications, evaluate bids, recommend vendors, conduct bid meetings, etc.) for the purpose of securing items and/or services within budget and in compliance with regulatory requirements.

?       Assists with the disposal of the District's fixed asset program for the purpose of completing purchasing processes in accordance with established procedures.

?       Assists auditors by providing requested information for audits including various types of documents and reports.

?       Collaborates and attends meetings with District personnel to gather information to effectively process bids and RFPs for the purpose of implementing and/or maintaining services and programs.

?       Collaborates with the Director of Risk Management to control purchases which are, or could be, hazardous or toxic. This involves identifying and evaluating  the risks and loss exposures inherent in District programs and operations (e.g. review OSHA,  student privacy, AP Certifications, PMA Certifications that are compliant with State Federal requirements, etc.) for the purpose of ensuring the health and safety of every employee and student in the District.

?       Contacts vendors for the purpose of identifying discrepancies in packing slips, order confirmation, and deliveries.

?       Act as a technical resource supplying instruction and support to District staff on the purchasing process and the related computerized purchasing, finance, and imaging systems.

?       Evaluates order and bid documentation (e.g. requisitions, change orders, bids, etc.) for the purpose of ensuring proper use of District funds in the acquisition of supplies, equipment, and/or services.

?       Issues purchase orders, etc. for the purpose of completing purchasing processes in accordance with established procedures.

?       Maintains purchasing information, files, and records (e.g. Request for Proposals, bids, purchase orders, vendor files, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.

?       Negotiates with vendors for the purpose of resolving purchasing issues, discrepancies, and/or ensuring purchases are within state and district requirements/regulations.

?       Oversees required processes (e.g. quote requests and requisitions for supplies, equipment, conference requests, bids for potential commodities, supplies, equipment, services, etc.) for the purpose of acquiring necessary resources to support District operation.

?       Prepares written materials and electronic financial information for the purpose of documenting activities, providing reference, conveying information, and complying with established financial, legal, and/or administrative requirements.

?       Processes purchasing-related information (e.g. bid documents, tabulations, requisitions, electronic procurement, product specifications, statements of work, performance terms, contracts, complex orders, transactions, bids, quotes, contracts such as Service Provider Agreements and Special Education Contracts, etc.) for the purpose of updating and distributing information, authorizing for action, and/or complying with established accounting practices.

?       Researches contracts, suppliers, equipment and regulations, including evaluation of new products for the purpose of ensuring compliance with state and federal regulations.

?       Responds to inquiries from a variety of internal and external sources for the purpose of providing information, direction, and/or appropriate referrals.

?       Responsible for drafting orders, agenda reports, evaluating bids, cost analysis comparisons and other pertinent reports and documents

?       Reviews contracts/agreements for the purpose of ensuring adherence to terms and conditions and compliance with District insurance requirements.

?       Screens requisitions from schools and departments to add or revise data for the purpose of conforming to contractor market terminology, district policy and procedure, and accounting requirements.

Other Functions

?       Performs other related duties as assigned.

Job Requirements:  Minimum Qualifications

Skills, Knowledge, and Abilities

SKILLS are required to perform single technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: interpersonal skills using tact, patience, and courtesy.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions.  Specific knowledge-based competencies required to satisfactorily perform the functions of the job include:  public purchasing and procurement principles, practices and procedures; sources of supply, marketing practices, and supplier; inventory record keeping procedures and controls; procurement regulations; contract terminology; modern office practices, procedures and equipment; and pertinent codes, policies, regulations, and/or laws.

ABILITY is required to schedule activities and/or meetings; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; analyze data utilizing a variety of complex processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues. Problem solving with data requires independent interpretation of guidelines. Specific ability based competencies required to satisfactorily perform the functions of the job include: using purchasing system software, spreadsheets, database software, and web page publishing software; preparing bids; writing specifications for product, service, and public works contracts; interpreting and applying rules, regulations, policies, and procedures; adapting to changing work environment and/or priorities; communicating with persons of varied cultural and educational backgrounds; being attentive to detail; meeting deadlines and schedules; and working under time constraints.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and significant fine finger dexterity.

Experience      Job related experience is required.

Equivalency    Any combination of education, training and experience equivalent to:  graduation from high school and two (2) years of responsible experience in procurement conducting bids and ensuring compliance with established guidelines and requirements.