Buyer II - City of Farmington

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #177: Buyer II

NUMBER OF VACANCIES: 1

DEPT: Administrative Services/Purchasing

WORK LOCATION: West Annex

HIRING RANGE: $22.55- $35.11 per hour

DAYS WORKED: Monday - Friday

PAY GRADE: K - Non-exempt

HOURS WORKED: 8:00AM to 5:00PM

TYPE OF POSITION: Regular, Full-Time

APPLICATIONS WILL BE RECEIVED THROUGH: Wednesday, October 9th, 2024

JOB DUTIES

ESSENTIAL DUTIES:

Work under the supervision of the Contracts Administrator and the Chief Procurement Officer.

No supervision of staff is exercised in this position. Standard or routine aspects of work are performed with greater independence.

Must be able to interpret and apply the New Mexico Procurement Code and Uniform Commercial Code as well as educate others on the appropriate application.

Purchases materials, supplies, equipment, furniture, and services needed throughout the City. Responsible for purchasing for assigned departments and other departments as necessary.

Works independently to manage workload including annual contract renewals and expirations, new solicitations, and one-time purchases.

Manages formal procurement process from start to finish including bids, constructions bids, Requests for Proposals, and Requests for Qualifications-based Proposals. May manage informal requests for quotes when needed.

Analyzes responses bids and proposals received to determine responsiveness and selects or recommends suppliers works with using departments and evaluation teams on award recommendations. Prepares required documentation for award recommendations for City Council approval.

Communicates and coordinate procurement activities with City departments and holds public bid openings.

Meet with using departments to gather information on upcoming solicitations and answer any questions related to the procurement process.

Ensure procurement solicitations are publicly advertised by posting them online and publishing public notices in local newspaper. Actively build vendor database to ensure greater competition.

The Buyer shall have solicitation documents reviewed by the Contracts Administrator or Chief Procurement Officer, prior to publication

Prepare contract amendments and change orders to submit to Contracts Administrator and using department for review and complete processing the change upon approval.

Leads meetings representing public purchasing interest for the designated areas of responsibility including pre-bid/proposal and pre-construction conferences.

Researches and becomes familiar with procurement requirement associated with grants and other special funding sources.

Resolve purchase order and invoice disputes with suppliers, as to wrong deliveries, payments, invoices, credits, payment terms, and duplicate billings.

Negotiates contracts for items, materials, or services of a technical and specialized nature.

Administer construction contracts, which may or may not involve special grant funding, throughout the duration of the contract.

Administer contracts, with special provisions that may be changed and renegotiated throughout the duration of the contract.

Make site visits to measure productivity and progression of contracts throughout the City.

Prepare and maintain all file documentation for solicitations and contracts for annual review by outside auditors.

May interview prospective vendors. Transactions usually involve local retailers, wholesalers, jobbers, and manufacturers' sales representatives.

Provide backup for the administration of the P Card program when needed.

Advise and assist City employees in purchasing procedures; assists in preparing specifications and scope of work. Provide training to using departments regarding the Procurement Code, purchasing policies and procedures.

Provide training to using departments regarding the Procurement Code, and Central Purchasing policies and procedures.

Review department requests to determine the best procurement method to be used with respect to laws, regulations, ordinances, purchasing policies and procedures.

Conduct market research and schedules demonstrations for testing to determine the technical specifications suitable to meet the using department needs.

Interact with vendors and inter-department customers throughout the purchasing process; resolves solicitation irregularities, performs price and cost analysis, negotiates prices and terms according to public law; expedite deliveries and conducts follow-up procedures when necessary.

Must keep management, inter-department customers, and suppliers fully and timely informed of pertinent activities that affect them.

Special purchasing related projects as assigned by the Contracts Administrator and/or Chief Procurement Officer.

Using excellent customer service, establish and maintain effective working relationships with other employees, officials, and all members of the general public.

Attendance at work is an essential function of this position.

NON-ESSENTIAL DUTIES:

Act as a receptionist in absence of Administrative Aide by greeting visitors, answering phone, accepting payments, processing incoming mail, and drafting appropriate correspondence.

Serve on various employee committees, procurement cooperative committees, and/or consortiums, as assigned.

Responsible for implementing the goals, standards and objectives of the General Services Department as well as the goals, standards and objectives of the Purchasing Division.

Maintains and adheres to safety policies and procedures of the City of Farmington.

As a member of a work team must exercise personal initiative and be a team player at the same time - willing and able to coordinate and cooperate with a variety of customer, supplier and colleague requirements.

Must effectively communicate with management, purchasing staff, inter-departmental customers and suppliers. Communications must be efficient and timely to keep all informed of issues and pertinent activities that affect them.

Maintains City of Farmington vehicles to keep clean and notify supervisor immediately of any issues.

Assist in training Buyer I and Administrative Aide positions. Cross train on other positions and train others to be a backup for the Buyer II position.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

QUALIFICATIONS:

This position is subject to the City's Drug and Alcohol-Free Workplace Program which includes: pre-employment testing, post-accident testing, reasonable suspicion testing, return-to-duty testing, and follow-up testing.

Ability to establish and maintain working relationships with co-workers, supervisors, other City personnel and the public.

Excellent verbal communication, written communication, analytical and problem-solving skills, and customer service skills.

Strong work ethic, displaying initiative, adaptability, and integrity.

Comprehensive knowledge of computer applications and software packages. Including, but not limited to, SunGard Public Sector, MS Excel, MS Word, MS PowerPoint, MS Access, Adobe Acrobat Professional, procurement card software, and other electronic document management systems is preferred. Knowledge of use of Google products preferred.

Must be able to manage a heavy workload under pressure with tight deadlines.

Works independently with minimal supervision.

Extensive background checks required.

Valid driver's license with acceptable driving record for the past three years.

Graduation from high school or GED equivalent and three years of experience in the procurement field is preferred.

Certified Professional Public Buyer (CPPB) or Certified Procurement Professional (CPP) required, or ability to obtain such within five (5) years of employment.

Extensive knowledge of New Mexico State Statues, including, but not limited to the New Mexico Procurement Code.

Knowledge of business law, including familiarity with the Uniform Commercial Code (UCC) and American Bar Association (ABA) model procurement code.

Working knowledge of Environmental Protection Agency (EPA) guidelines for hazardous and special waste; New Mexico Environmental Improvement statute referencing procurements made of recycled material; New Mexico Construction Industries Division Rules and Regulations; Department of Transportation 49 CFR Parts 23 and 26, Participation by Disadvantaged Business Enterprises in Department of Transportation Programs and other established laws and regulations pertinent to the procurement of tangible goods, equipment and services is preferred.

Knowledge of automated purchasing operations, including data input into system is preferred.

Extensive knowledge of administrative office practices including data-entry, filing, accounting and bookkeeping.

Comprehensive knowledge of licensing requirements, insurance, and bonding requirements is preferred.

Ability to maintain organized project tracking system.

Judgment and originality sufficient to plan procurement strategies for large scale acquisition programs or systems, strong organizational and strategic planning skills.

TOOLS AND EQUIPMENT USED:

Personal computer including word processing and spreadsheet software, typewriter, calculator, copy machine, telephone, fax machine, hand held recorder and projection equipment.

Operate a motor vehicle to assist in carrying out the business of the department and the City.

PHYSICAL DEMANDS:

The physical demand described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is a normal office setting. The noise level in the work environment is usually moderate to quiet. However, site visits are often necessary in the supervision of contracts throughout the City.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F/D/V