Buyer I

Under general supervision, the Buyer I performs entry-level purchasing, procurement, and contract administration duties in support of the District’s purchasing and contract administration programs. Assists with the procurement of supplies, equipment, materials, and services; reviews and analyzes procurement documents and reports for accuracy and compliance with District policies and procedures; issues purchase orders; coordinates with vendors and District staff to resolve purchasing and contract-related issues; serves as the District’s Asset and Disposition Coordinator and Cooperative Purchasing Liaison; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Procurement and Contracts Manager. Exercises no supervision of staff.

CLASS CHARACTERISTICS

The Buyer I is an entry-level classification requiring the application of sound purchasing principles, public-sector procurement practices, applicable State and Federal requirements and agency policies and procedures. This position is responsible for performing a variety of purchasing and administrative tasks in support of the District’s procurement and contracting program. Incumbents at this level exercise independent judgment and initiative in their assigned tasks, receive instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the typical functions of the job.

Ø Reviews purchase requisitions for completeness, appropriateness, required supporting documentation, and compliance with agency policies and procedures.

Ø Collaborates with agency departments and end users to understand procurement needs, clarify requirements, ensure complete documentation is submitted, and discuss procurement strategies.

Ø Reviews vendor quotes for completeness, delivery terms, pricing terms, and other general terms and conditions to ensure conformance with SMART’s policies and the agency’s best interests.

Ø Performs a price analysis when comparing multiple quotes; ensures that sound determinations and justifications for award are documented and comply with agency policies and procedures.

Ø Utilizes an Enterprise Resource Planning (ERP) software system to review Purchase Requisitions, issue Purchase Orders, manage contract activities, and perform vendor and supplier management.

Ø Serves as the District’s Cooperative Purchasing Liaison to staff; reviews and evaluates cooperative agreements to ensure compliance with agency policies and procedures, alignment with the agency’s best interests, and accuracy of pricing, terms, and supporting documentation; provides training on cooperative agreements to staff.

Ø Monitors and proactively communicates contract expiration dates, available contract spend capacity, and other critical contract terms with SMART’s Contract Managers. Drafts contract amendments utilizing templates with information provided by SMART’s Contract Managers, facilitates legal and management approvals in compliance with agency policies and procedures; and coordinates the execution and distribution of final documents.

Ø Coordinates contract closing procedures, including but not limited to, confirming project and work completion with SMART Contract Managers, drafting and issuing notices of contract expiration to vendors, and performing other related tasks to administratively close a contract.

Ø Routes agreements, contract amendments, task orders, and other correspondence for signatures utilizing an eSignature software system.

Ø Assists procurement staff during public bid openings, pre-bid meetings, pre-proposal conferences, and project site visits as needed;

Ø Assists procurement staff with vendor, contractor, and subcontractor regulatory, compliance, and responsibility reviews.

Ø Supports the new vendor request and onboarding process; enters and maintains data in SMART’s Enterprise Resource Planning (ERP) software; performs regulatory and compliance reviews; communicates, requests, and verifies information with vendors; and supports reporting requests.

Ø Tracks and maintains vendor insurance certificates and endorsements to ensure compliance with contractual requirements. Responsibilities include communicating with vendors or insurance companies to ensure timely and accurate submission of renewals, reviewing vendor submissions against contract requirements, entering and maintaining data, and preparing reports.

Ø Creates and maintains a variety of vendor lists, including but not limited to informal bidder lists required by the California Uniform Public Construction Cost Accounting Act (CUPCCAA), emergency vendor lists, small business and disadvantaged business lists.

Ø Serves as the Districts Asset & Disposition Coordinator; leads training and program support services; responsible for creation and facilitating online auctions; coordinates asset transfers from SMART to the buyer.

Ø Maintains procurement files and databases of vendors, schedules, and other information related to procurement activities; ensures documents and records are current; monitors for expiration dates.

Ø Modifies established templates and formats to prepare a variety of purchasing-related documents and correspondence.

Ø Updates and maintains the District’s Emergency Operations Resource Manual as requested.

Ø Maintains a regular presence with SMART’s end-user departments at various SMART facilities.

Ø Assists with testing activities within SMART’s Enterprise Resource Planning software.

Ø Uses Microsoft, Word, Excel, PowerPoint, and Teams to create reports, drawings, forms, etc.

Ø Participates in special projects, as required.

Ø Performs related duties as assigned.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:

Ø A Bachelor’s Degree or higher from an accredited university, preferably in business administration, finance, economics, supply chain management, public administration, or related field.

Experience:

Ø One to Two (1-2) years of purchasing, contract administration, administrative support experience.

Licenses and Certifications Required:

Ø California Driver’s License

QUALIFICATIONS

Knowledge of:

Ø Basic principles and practices of purchasing, public procurement, purchase orders, and contract administration.

Ø Purchasing terminology, procurement methods, and the importance of fair consistent, and well-documented processes.

Ø Basic methods for reviewing quotes, comparing prices and terms, checking calculations, and organizing information to support purchasing decisions.

Ø General awareness of the laws, regulations, policies, and procedures that affect public purchasing, together with the ability to learn and apply requirements relevant to assigned work.

Ø Customer Service practices and techniques for working effectively with staff, vendors, contractors, and the public.

Ø Business English, including grammar, spelling, proofreading, and clear written communication.

Ø Common office software and business systems, including word processing, spreadsheets, electronic document routing, and databases.

Ability to:

Ø Review requisitions, quotes, forms, and other procurement documents for accuracy, completeness, consistency, and required supporting information.

Ø Follow established procurement policies, procedures, templates, and instructions, and recognize when an issue should be referred to a supervisor or experienced procurement staff member.

Ø Compare prices, delivery terms, and other quote information; perform basic calculations and price comparisons; and accurately document results.

Ø Prepare, edit, proofread, and maintain purchase orders, solicitation materials, correspondence, reports, forms, and other documents.

Ø Use spreadsheets, databases, ERP and procurement systems, and standard office software to enter, retrieve, organize, and report information.

Ø Track deadlines, contract milestones, insurance renewals, and multiple assignments; organize work, set priorities, follow-up, and meet established timelines.

Ø Communicate clearly and professionally, both orally and in writing, and provide SMART staff and vendors with accurate information about routine processes and requirements.

Ø Build and maintain effective working relationships with SMART staff, other agencies, suppliers, vendors, contractors, and the public.

Ø Handle confidential or sensitive procurement information appropriately and maintain accurate, orderly, and auditable records.

Ø Exercise initiative, tact, sound judgement, and attention to detail within established policies and procedures.

Ø Identify discrepancies or missing information, resolve routine issues, and seek guidance on complex unusual matters.

Ø Perform research and data analysis, think strategically, and apply sound judgement.

Ø Learn new procedures, software, regulations, and procurement practices; adapt to changing priorities; and contribute to process improvements.