1415 Senior Buyer
TITLE Senior Buyer
CLASSIFICATION NUMBER 1415
IMMEDIATE SUPERVISOR Director of Procurement Services
MAJOR ADMINISTRATOR Chief Financial Officer
The Senior Buyer is responsible for the procurement of a wide variety of commodities, materials, supplies, equipment, and services for the University, many of which are highly technical and require the application of complex procurement standards and procedures, including negotiation. The Senior Buyer prepares detailed bid specifications, requests for quotations for commodities and services, requests for proposals for commodities and services, and purchase orders, as requested by University departments; the Senior Buyer employs advanced critical thinking and writing skills in the development and evaluation of the more complex requests for proposals for commodities and services. The Senior 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 Senior Buyer expedites the ordering and delivery process for commodities or 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 QUALIFICATION
Education: A Bachelor's degree is required, with an emphasis in Business or Accounting preferred.
Experience: At least five years of experience is required in procurement, preferably public sector, with specific experience in the preparation of highly technical and/or complex solicitation documents for the procurement of commodities and services and in using automated procurement systems and/or processes; certification as a Certified Professional in Supply Management (CPSM), Certified Purchasing Manager (C.P.M.), or Certified Public Purchasing Officer (CPPO) can be substituted for two of the five years of experience. 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), and/or Certified Professional Public Buyer (CPPB).
Skills: Strong verbal and written communication skills as well as excellent interpersonal skills are required. 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 by determining which method of procurement (e.g., request for quotation, request for proposal, single feasible source, emergency, et cetera) is appropriate and complies with regulatory guidelines, University and/or Board of Governors policies, and accepted procurement 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, using the appropriate method to prepare requests for quotations, requests for proposals, and purchase orders, employing advanced writing skills in preparing the more complex requests for proposals, evaluating responses to requests for quotations, requests for proposals, and purchase orders, performing advanced analytical work in evaluating responses to the more complex requests for proposals, and expediting the ordering and delivery process for goods or services.
2. Ensures that the goods and services purchased on behalf of 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 commodities 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 group of commodities are suitable for a University-wide contract, and recommending the awarding of University-wide contracts when appropriate.
4. Coordinates goods and supplies purchased by the University by coordinating 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 for sale when appropriate.
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 and advises University administrators of state statutes, regulations, and procedures for the procurement of commodities and/or services.
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 and making recommendations regarding hiring decisions, training staff members involved in procurement operations, providing input regarding performance, and in the absence of or direction of the Director, supervising staff engaged in procurement functions.
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.
The Senior Buyer is supervised by the Director of Procurement Services and may supervise clerical staff, student and part-time workers, and graduate assistants.
OFFICE OF HUMAN RESOURCES
REVISED MARCH 2016
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 4 - 2300 Points: Knowledge of the principles, concepts, practices, methods and techniques of an administrative, managerial, or professional field such as accounting or auditing, financial management, business administration, human resources, engineering, social sciences, communications, education, law, or medicine. Knowledge permits the employee to complete assignments by applying established methods to recurring types of projects/problems susceptible to well-documented precedents or to schedule, plan, and carry out precedented projects. Alternatively, knowledge at this level might also permit the employee to carry out precedented projects requiring considerable 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 along with significant related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with substantial work experience or a non-specific Master's degree requirement with substantial work experience. Knowledge requirements generally also include a significant amount of related work experience and may include administrative or supervisory 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.