Senior Buyer (Tier 2) 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
$50,668 - $93,662
Ideal Candidate
The ideal candidate will interact with internal and external customers and perform a variety of procurement duties supporting the coordinator. This candidate will work with other team members to achieve Division and Department goals by keeping others informed and sharing knowledge when needed. This candidate may work requisitions and purchase orders. The candidate should have extensive computer skills with standard software such as Excel, Word, Outlook, etc.; be well-organized, utilizing calendars and reminders to aid themselves in completing tasks. Knowledge of processing procedures, files and records, and merging documents. Our Analysts are held to a high standard of professionalism. Words and actions should reflect professional and ethical behaviors in accordance with County and Department standards.
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 2
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.

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.

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

• 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.

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.