Buyer, Administrative​/Clerical

Class Title

BUYER

Under the direction of the Manager of Purchasing and Warehouse, perform a variety of technical duties involving the purchase of services, supplies and equipment for the District; obtain quotes, process bids and review purchase orders and specifications; order items in accordance with District policies and procedures.

• Perform a variety of technical duties involving the purchase of services, supplies and equipment for the District; assure the smooth and timely delivery of goods and services to schools and departments.
• Research and evaluate sources of supply; obtain written or verbal quotations from vendors; process and evaluate formal bid specifications and contracts as assigned; assure compliance with applicable laws, codes, rules and regulations related to formal and informal bidding procedures.
• Receive, review and process purchase requisitions; assure accuracy and completeness of order information and proper signatures; inspect orders for accuracy and completeness regarding account coding and cost calculations.
• Order services, supplies and equipment in accordance with established policies and procedures; award bids or quotes and prepare purchase orders; assure compliance with bid specifications and formal or informal quotations.
• Contact other departments to assure receipt of ordered goods.
• Input purchase order information into an assigned computer system including delivery address, discounts, account coding, purchase amounts, product quantity and other required data.
• Generate purchase orders and submit for approval as necessary; maintain automated records as appropriate.
• Contact vendors to negotiate price, specifications, conditions of delivery and other related issues as necessary; maintain and update vendor catalogues and files; follow up on delayed shipments, discrepancies and damaged deliveries.
• Communicate with vendors and District personnel to exchange information, resolve discrepancies, correct errors and clarify issues related to purchase orders, product descriptions, invoices, statements, deliveries, prices and payments.
• Prepare and maintain a variety of records and reports related to purchase orders, inventory, expenditures, product information, prices and assigned activities.
• Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; drive a vehicle to conduct work.
• Maintain appropriate levels of regular store stock items; prepare quotations when inventory falls below pre-determined stock levels.
• Prepare a variety of correspondence related to the purchasing function including memoranda, correspondence, bulletins and cancellation notices.
• Train and provide work direction and guidance to assigned personnel as directed.
• Maintain regular and prompt attendance in the workplace.
• Perform related duties as assigned.

• Basic purchasing policies, practices and terminology.
• Applicable laws, codes, regulations, policies and procedures.
• Local vendors and sources of supply.
• Technical aspects of researching, comparing and purchasing supplies, materials and equipment.
• Record-keeping and report preparation techniques.
• Operation of standard office equipment including a computer and assigned software.
• Interpersonal skills using tact, patience and courtesy.
• Oral and written communication skills.
• Telephone techniques and etiquette.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Mathematical computations.

• Perform a variety of technical duties involving the purchase of services, supplies and equipment for the District.
• Research and evaluate sources of supply.
• Obtain verbal and written price quotations.
• Prepare, review, verify and process purchasing forms and documents.
• Order items in accordance with District policies and procedures.
• Maintain vendor lists and catalogs.
• Learn District organization, operations, policies and objectives.
• Process bid specifications.
• Operate standard office equipment including a computer and assigned software.
• Establish and maintain cooperative and effective working relationships with others.
• Understand and follow oral and written directions.
• Plan…