Job Details
Job Summary
Under general supervision, the Buyer is responsible for performing formal and informal purchases to include administrative processes required in initiating, reviewing, soliciting, evaluating and selecting vendors through a formal Invitation to Bid (ITB) award and informal buying processes through the Request for Quote (RFQ) function of the procurement cycle. This role will assist Department/ Agency employees in the creation of Shopping Carts (requisitions) to include training and provide assistance in creating changes to Purchase Orders (Contract Administration functions). Additionally, the Buyer will process assigned shopping carts to obtain goods, supplies and non-professional services for the Company by creating new purchase orders (PO's) and Contracts for Sole Source and Cooperative purchases.
Responsibilities
- Process assigned shopping carts in SAP to create purchase orders (PO s) and Contracts for goods and services as either Sole Source and Cooperative purchases or to create new Request for Quotes (RFQ s) or Invitation to Bid (ITB).
- Review of documents provided to determine the best procurement type.
- Prepare new RFQ and ITB folders by attaching all documentation.
- Request to Bid Coordinator to prepare solicitation.
- Review draft solicitations for accuracy and correct documentation.
- Suggest any edits needed.
- Request review of prepared solicitation to the requesting department for review and approval, then send to Supervisor for review and approval.
- Ensure solicitation is posted by the Bid Coordinator and all calendar events have been created and necessary people are invited to pre-bid conferences and bid openings.
- Attend any pre-bid and openings to lead meeting and documents questions and bids.
- Send bid tabulations and recommendation of award (ROA) to requesting department.
- Review received ROA for accuracy.
- Ensure any award documents are created and fully executed then process the shopping cart into a PO or Contract in accordance with the solicitation and ROA.
- Serve as Contract Administrator for some Level II contracts.
- Under supervisory guidance, perform contract management functions including assessing an agency's request for contract termination, coordinating with Company Legal as necessary to mitigate the risk of liability from such termination, draft and finalize letter of termination where circumstances dictate it is in the best interest of the municipality to do so.
- Contract Management duties may include, but are not limited to, negotiation of contract renewal, associated contract changes, issuance of contract, monitoring Annual Supply Contracts (ASC) to ensure contract compliance and updating Level II memos.
- Process Amendments for assigned Annual Services Contracts (ASC).
- Obtain Vendor and Company signatures on ASC's. Obtain Company signature on contract amendments prepared by the using agency.
- Make recommendations to management for contract termination (default, cause, convenience), prepare cure notices and contract termination memos for management approval.
- Lead Trainer for Shopping Cart Training for new Shopping Cart processors.
- Create training dates and invites, create, edit, and provide necessary training documents, lead an in-person training course.
- Provide guidance and answers to attendees and provide follow-up training and answers.
- Other duties as assigned include answering telephones, greeting visitors, answering basic questions regarding procurement procedures, attending and taking notes at department meetings.
Required Qualifications
- 3+ years of related work experience.
- Knowledgeable using MS Office products.
Preferred Qualifications
- Valid Driver's License
- SAP software experience