Associate Buyer

THIS IS A POSTING FOR CITY OF MELBOURNE EMPLOYEES ONLY

The incumbent performs responsible entry-level administrative work in the procurement of a variety of materials, supplies and equipment for the City. Work includes responsibility for reviewing requisitions, preparing purchase orders, soliciting requests for formal quotes and resolving problems with vendors. Work is performed within defined purchasing policies in accordance with City Code. The incumbent exercises considerable independent judgment and initiative in the review and evaluation of departmental requests, specifications, quotes, and the resolution of problems.

Work is performed under the supervision of the Procurement and Manager and is reviewed to ensure conformance with established policies and procedures. Duties employ the exercise of independent judgment and are reviewed through observation, conferences, and results obtained.

• Analyze and process formal quotes for goods and services as requested by various City departments and divisions, including General-Fund items stocked in warehouse in accordance with the requirements of the City Code and Procurement Manual.
• Coordinates requests from City departments and divisions to develop clear, concise specification and product needs.
• Reviews, plans, and prioritizes daily, weekly, and monthly work assignments to meet the operational goals of the Procurement Division.
• Assists in the recommendation and implementation of Division and Department goals and objectives.
• Reviews purchase requisitions for completeness, proper expense codes, contract or purchase order term, appropriate attachments, and compliance with City Code and Procurement Manual.
• Processes purchase requisitions and change order requests according to purchasing approval thresholds.
• Performs analysis of quotes received.
• Performs detailed analyses to determine responsiveness and responsibility of quoter or offeror.
• Utilizes computer, calculator, and telephone to prepare purchase orders, memos, letters, and spreadsheets showing comparative data.
• Investigates and develops new supply sources; remains abreast of new trends and innovations in routinely purchased supplies, services, and equipment.
• Prepares and maintains spreadsheets, letters, memos and documentation utilizing Microsoft Excel and Word.
• Assists with testing and training of financial software system.
• Researches and prepares specialized reports to support formal quote process.
• Communicates effectively with the public and City staff.
• Follows up on assigned acquisitions for delivery expediting, problem solving.
• Assists with the preparation and set up of City auctions.
• Performs a variety of general clerical and accounting duties as required.
• Conducts quote openings.
• Assists with bid and proposal openings.
• Maintains contracts list and prepares all contract renewals.
• Researches and prepares specialized reports for the Senior Procurement and Contracts Manager.
• Performs other assigned duties as assigned.

• Associate’s Degree;
  One (1) year of procurement, material or service ordering or specification writing experience.
• High School Diploma with Three (3) years of procurement, material or service ordering or specification writing experience.
• Procurement experience with a governmental agency preferred.

• Must possess and maintain a valid Florida driver’s license.

• Knowledge of public or municipal purchasing methods, principles, practices, operations, services and activities.
• Knowledge of City of Melbourne Code and Procurement Manual guidelines. Knowledge of volume buying and competitive bidding practices.
• Skill in in business English and mathematics.
• Knowledge of materials, supplies, and equipment commonly used in public municipal services.
• Skil…