Buyer, Business

Job Summary

Under general direction and in compliance with standard operating procedures, and applicable federal, state, local laws and regulations, and City policies, procures materials, supplies, and services required by the City departments. Communicates with City departments regarding requirements, requisitions, account numbers, specifications, delivery, quantity, and quality of goods and services requested. Reviews requisitions, purchase orders, change orders, correspondence and vendor data to ensure compliance with policies, laws and regulations.

Assists in training departments in Purchasing Policy and use of accounting system. Ensures all acquisitions comply with Purchasing Policy, identifies cost savings/efficiency improvements, and performs clerical duties as required. Assists City departments with the creation of Invitation for Bids (IFB), Request for Proposals (RFP), Request for Qualifications (RFQ), etc., and generates draft documents accordingly to be approved by the Purchasing Administrator.

Monitors and pools vendors from online database for Minority Women Business Enterprises. Responsible for creating, managing, routing for approval and archiving all contracts resulting from procurement activities, as well as non-procurement contracts approved by the City’s Legal Department.

• Process Requested Procurements: Process requested procurements for acquisition of professional services, capital equipment, construction services, etc. Draft competitive sealed bids, competitive sealed proposal, and requests for qualifications by reviewing scope of services/specifications, plans, and process correspondence. Prepare legal notices for advertisement and notify respondents as applicable. Conduct pre-bid proposal conferences and public bid opening, receive and tabulate quotations, coordinate and supervise activities of the evaluation teams, accept and post vendor award notifications and issue purchase orders when contract is implemented.
  
  Ensure all business license, bonds and insurance requirements are met. Consistently make independent decisions that bind the City financially and legally within authorized amounts up to $50,000 per occurrence.
  Percent of Time: 35%
• Process Requisition s: Review requisitions to determine if sufficient documentation, licenses, and insurance is available to support the issuance of a purchase order. Process purchase order information into the accounting system for encumbrances with necessary back up to ensure financial traceability and compliance with City policies/audits. Review new vendor application and W9 information for final approval from the Purchasing Administrator. Close and cancel purchase orders.
  Percent of Time: 35%
• Coordinate Processing of Contract Documents: Determine the proper contract documentation for related procurements. Determine the necessary signors for procurement and non-procurement activities based on dollar amounts and subject matter. Responsible for electronically routing contracts in the proper signing order and to the required signors. Once executed, responsible for archival and updates to all processed contracts.
  Percent of Time: 30%

Perform other duties as assigned.

• Associate’s degree in business administration or related field.
• One (1) year up to and including two (2) years of experience in a procurement environment, or an equivalent combination of education and experience.

• Valid South Carolina Class D Driver's License.

Knowledge of:

• Principles and practices of centralized purchasing.
• The methods, policies and procedures involved in the purchasing of a large quantity and variety of supplies, equipment and goods.
• 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.
• General office practices and accounting procedures including automated systems.

Ability to:

• Read, comprehend and apply knowledge of laws, ordinances, rules, regulations, and City policies and procedures…