2024-25 Purchasing Buyer III - DAC

Purchasing Buyer III

Location:  District Administrative Center

12 months, 8 hours/day

Grade 25, $21.09/hour

Start Date:  09/09/2024

Purpose Statement

The job of Purchasing Buyer III is done for the purpose/s of providing support to department activities with specific responsibility for implementing purchasing activities in compliance with mandated requirements; overseeing daily activities; responding to a range of inquiries regarding processes or bid status; and achieving department objectives and goals within budget.

This job reports to Director of Purchasing

Essential Functions

Assists with the development of comprehensive FF&E programs for the purpose of providing written support and/or conveying information for new school openings.

Coordinates activities and functions (e.g. solicitation openings, testing and evaluation of products and materials, vendor presentations, informational meetings with varied staff, etc.) for the purpose of ensuring best practices in procurement.

Interprets procurement decisions to unsuccessful firms for the purpose of ensuring compliance with regulatory requirements and ultimately assisting with presenting testimony if appealed to formal hearing.

Interviews suppliers and researches using the internet and national or local organizational data banks (e.g. NIGP, AASBO, Mohave, GPPCS, TCPN, SAVE, etc.) for the purpose of staying current with trends in school supply industry and procurement rules and regulations.

Maintains purchasing information, files and records (e.g. contract database, purchase orders, vender files, Governing Board reports, etc.) for the purpose of ensuring the availability of documentation, competitive rates, timely renewals and compliance with established policies and regulatory guidelines including records management procedures.

Monitors processes and department activities for the purpose of ensuring compliance with established purchasing rules, regulations, procedures and Governing Board policies.

Prepares written materials and electronic purchasing information (e.g. complex solicitations, specifications, scope of works, terms and conditions, formal Invitations for Bids, Requests for Proposals, Requests for Quotations - Construction/specialized services for a variety of equipment, furniture, technology, services and alternate methods of procurement, etc.) for the purpose of accurately presenting and describing District needs.

Presents information on administrative procedures, services, regulations, etc. for the purpose of training and orienting other personnel and/or disseminating information to appropriate parties.

Processes purchasing-related information (e.g. solicitation documents, returns, incoming requisitions, electronic procurement, product specifications, statements of work, performance terms, contracts, etc.) for the purpose of updating and distributing information, authorizing for action and/or complying with established accounting practices and legal requirements.

Represents Director of Purchasing in their absence for the purpose of conveying and/or gathering information required for their functions.

Researches contracts, suppliers, equipment and regulations (e.g. including evaluation of new products, credit limits, shopping issues, etc.) for the purpose of ensuring compliance with budgetary guidelines.

Responds to inquiries from a variety of internal and external sources (e.g. schools, departments, students, community organizations, vendors, etc.) for the purpose of providing interpretation of procurement rules, regulations and procedures as they pertain to contracts and agreements.

Other Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; budgeting and financial management; developing effective working relationships; analyzing budgets; analyzing data; preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: pertinent codes, policies, regulations and/or laws; federal and state purchasing regulations; education code; budget management and accounting; accounting/bookkeeping principles; cost/fund accounting.

ABILITY is required to schedule activities and/or meetings; often gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Independent problem solving is required to analyze issues and create action plans. Problem solving with data requires analysis based on organizational objectives; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; meeting deadlines and schedules; working as part of a team; working with multiple projects; dealing with frequent interruptions and changing priorities; maintaining confidentiality; accuracy and attention to detail.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; utilization of resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 90% sitting, 5% walking, and 5% standing. This job is performed in a generally clean and healthy environment.

Required Testing                           Certificates and Licenses                  

Pre-Employment Proficiency Tests:           CPPB or CPP

Spelling, Mathematics and Keyboarding                                                            

Continuing Educ. / Training             

Clearances

Criminal Background Clearance