1410 Buyer

POSITION IDENTIFICATION

TITLE Buyer

CLASSIFICATION NUMBER 1410

GRADE 43

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Director of Procurement Services

MAJOR ADMINISTRATOR Chief Financial Officer

GENERAL FUNCTION

The Buyer is responsible for the procurement of commodities, materials, supplies, equipment, and services for the University that meet the needs of University administrative and academic departments and comply with regulatory guidelines, accepted procurement principles, and University and/or Board of Governors policies.  The Buyer prepares detailed bid specifications as requested by University departments, requests for proposals for commodities and services, requests for quotations for commodities and services, requests for bids for commodities and services, and purchase orders. The Buyer identifies varied sources of commodities and services, evaluates bids, awards contracts and purchase orders, develops standards for new products or services, maintains contact with vendors, and maintains comprehensive descriptions of available products and current prices.  The Buyer expedites the ordering and delivery process for commodities and services through the use of automated procurement systems and assures invoice payment by monitoring the process from initiation of a purchase order through the receipt of the goods or services and billing from the vendor or supplier.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor's degree is required, with an emphasis in Business or Accounting preferred.

Experience: At least two years of experience is required in procurement, preferably public sector, with specific experience in the preparation of solicitations for the purchase of commodities and services, and in using automated procurement procedures.  Experience in responsible supervisory positions is preferred.  Certification by a recognized professional organization is preferred, including: Certified Professional in Supply Management (CPSM), Certified Purchasing Manager (C.P.M.), Certified Public Purchasing Officer (CPPO), or Certified Professional Public Buyer (CPPB).

Skills:  Strong verbal and written communication skills as well as excellent interpersonal skills are required.  Supervisory and administrative skills are required. Computer literacy is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Ensures the prompt and effective delivery of essential goods and services to the University's administrative and academic departments with a minimum time lag through the implementation of standardized purchasing practices that comply with regulatory guidelines, University and/or Board of Governors policies, and accepted purchasing principles, consulting with administrators and staff about their needs and desired purchases, assisting in locating and identifying items and services being sought, contacting vendors and developing sources of supply and/or services, processing purchase requisitions, and expediting the ordering and delivery process for goods or services.

2. Ensures that the goods and services purchased by University departments meet specified conditions and acceptable standards by preparing detailed bid specifications for technical items, contract requirements (scope of work) for the establishment of commodity and service contracts, requests for quotations, and/or requests for proposals for commodities and services requested by University departments, investigating substitutions made by vendors and suppliers, serving as a liaison between University departments and vendors, resolving differences regarding the purchase of goods and services, and determining the acceptability of goods and services in coordination with the ordering department or unit.

3. Ensures appropriate purchases are made by University departments by maintaining comprehensive descriptions of available products, their sources and current prices, reviewing and comparing price quotations from various vendors/suppliers, and advising the departments regarding the availability, prices, and sources of requested purchases, determining if commonly used commodities or groups of commodities are suitable for a University-wide contract, and establishing University-wide contracts when appropriate.

4. Coordinates the goods and supplies purchased by the University by organizing the arrival of all merchandise with the Property Control Officer, arranging for the return for credit of items which are not acceptable or which have been damaged in shipment, and identifying capital and surplus items.

5. Expands the range and improves the quality of procurement services to the University's departments thus improving customer satisfaction by providing input regarding the design and/or selection of automation systems and being proactive in seeking the use of information technologies to automate and expedite the procurement process.

6. Protects the interests of the University regarding purchases by serving as a representative for the University in discussions between vendors and University departments on procurement issues, shipping, receiving, invoicing, and all other areas of responsibility and by monitoring vendor activities for compliance with all contract terms and conditions.

7. Minimizes institutional liability by reviewing and recommending approval or disapproval of University contracts in terms of the adequacy of contract terminology, content, and obligation of the physical resources of the University.

8. Ensures the proper and timely payment of charges for goods and services received by the University by monitoring the invoice payment process from the initiation of a purchase order through the receipt of the goods or services and billing from the vendor or supplier.

9. Provides continuity of management, supervision, and leadership within Procurement Services by assuming duties and responsibilities as designated by the Director of Procurement Services.

10. Assists in the development of a competent, productive and effective departmental staff by participating in the interview process for applicants, making recommendations regarding hiring decisions, training staff members involved in procurement operations, and providing input regarding performance evaluation.

11. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

12. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed by the Director of Procurement Services.

13.  Contributes to the overall success of the Office of Procurement Services by performing all other duties and responsibilities as assigned.

SUPERVISION

The Buyer is supervised by the Director of Procurement Services and may supervise clerical staff.

OFFICE OF HUMAN RESOURCES

REVISED OCTOBER 2013

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.

Factor 2: Supervisory Responsibility

Level 2 - 130 Points: Regular, but limited, supervision, training, or directing the work assignments of (a) small numbers of student, part-time or temporary workers, or (b) one or more permanent, full-time employees. The nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level typically does not include a full range of supervisory responsibilities, and supervisory duties typically do not consume a large portion of the work day.

Factor 3: Interactions with Others

Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.

Factor 4: Job Controls and Guidelines

Level 2 - 250 Points: The employee carries out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the employee must select from the most appropriate of several guidelines and make minor adjustments to methods. Unforeseen situations are normally referred to others for resolution. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on the assignment, the employee uses diverse, but conventional, methods, techniques, or approaches. Employees in jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

Factor 5: Managerial Responsibility

Level 3 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.