Job description
ATTENTION Merit System Employees: Do not apply through this site.
Grade 23
CLOSE DATE
SUMMARY
Principal Buyers in the Merit System are responsible for planning, preparing, analyzing, coordinating, and evaluating bid activities for materials, supplies, equipment, and services for a large municipality or county. Employees in this job class procure goods and services for purchasing association member agencies and assist Buyers and Senior Buyers with large and complex purchases to ensure compliance with federal, state, and local guidelines. They are also responsible for approving invoice payments to vendors and performing administrative duties to support the buying process. Employee communicates with vendors, and are also expected to maintain documentation and records. Principal Buyers assist in preparing the department budget by compiling information. Work for this job class is distinguished from the Senior Buyer job class by the complexity of the work and the level of signature authority. Principal Buyers are also responsible for supervising administrative personnel through assigning work, monitoring performance, and providing training.
TYPICAL JOB DUTIES:
- Assesses bid proposals and bids, negotiates and awards contracts to appropriate vendor and/or submits bid award contract to appropriate authority.
- Performs administrative duties including maintaining records, producing documentation and responding to inquiries about purchasing policies and procedures in order to complete daily tasks.
- Purchases materials, supplies, equipment, and professional services by preparing product specifications and processing requests for a wide range of products and commodities via quotes, bids and contracts.
- Researches information on potential bidders, product costs, and vendors in order to obtain needed items and/or services from the most appropriate and responsible vendor.
- Reviews invoices to ensure accurate pricing, quantity and items that have been received, resolve discrepancies, and forwards invoices to end users and Accounts Payable.
- Supervises staff by assigning and distributing work, directing staff in their job duties, monitoring progress of work, providing feedback and/or training.
MINIMUM QUALIFICATIONS:
The following Minimum Qualifications are required for this job. You must demonstrate possession of these qualifications by providing a detailed description of your related experience in the work history section of your application. Please note that replicating or restating these minimum qualifications or the information from the Personnel Board’s job description as your own work experience will result in your disqualification. Please describe your work experience in your own words to represent the work you have performed that is related to the minimum qualifications for this job.
Option A:
- Experience conducting negotiations with vendors to achieve the best value for commodities and/or services with regard to terms, conditions, and price.
- Experience with contract administration to include resolving disputes and/or performance issues.
- Experience analyzing departmental requests for commodities and/or services and preparing invitations to bid and/or request for proposals.
- Experience analyzing and evaluating product specifications and price variables on requested commodities and/or services and making recommendations to award.
Option B:
- Associate’s degree or higher in Business Administration, Public Administration, Procurement or a related degree.
- Experience conducting negotiations with vendors to achieve the best value for commodities and/or services with regard to terms, conditions, and price.
- Experience analyzing departmental requests for commodities and/or services and preparing invitations to bid and/or request for proposals.
PREFERRED QUALIFICATIONS:
Preferred Qualifications are examples of experience and education considered to be highly desirable by hiring agencies.
- None.
COMPETENCIES:
- Adaptability & Flexibility.
- Computer & Technology Operations.
- Customer Service.
- Heavy Equipment & Vehicle Use.
- Leadership & Management.
- Learning & Memory.
- Mathematical & Statistical Skills.
- Oral Communication & Comprehension.
- Planning & Organizing.
- Problem Solving & Decision Making.
- Professionalism & Integrity.
- Researching & Referencing.
- Reviewing, Inspecting & Auditing.
- Self-Management & Initiative.
- Teamwork & Interpersonal.
- Technical & Job-Specific Knowledge.
- Technical Skills.
- Written Communication & Comprehension.
CRITICAL KNOWLEDGES:
- Knowledge of the principles and practices involved in the management of inventory.
- Knowledge of bid laws and regulations for non-profit organizations.
- Knowledge of practices, methods, and techniques associated with contract and vendor management including contract writing, negotiation of terms and costs, and account reconciliation
- Knowledge of procedures and guidelines governing the purchase of equipment, supplies, services.
- Knowledge of equipment specification writing processes for bid or purchase purposes.
WORK ENVIRONMENT:
- Work is conducted almost exclusively indoors in an office setting.
- Work involves use of standard office equipment, such as computer, phone, copier, etc.
PHYSICAL DEMANDS:
- Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods.
DISCLAIMER: This job description is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required to do the job and may be changed at the discretion of the Personnel Board at any time.
SPECIAL ACCOMMODATIONS
Persons requiring special conditions to accommodate a disability when completing the application should contact the Personnel Board at 205-279-3500 before the announcement closing date. Qualified applicants who believe they will need reasonable accommodation in the examination process should complete and submit an Accommodation Request Form. You may obtain an Accommodation Request Form by contacting our ADA Ombudsperson at ADAO@pbjcal.org, or by accessing the "Request for Accommodation" form through the following website:
http://www.pbjcal.org/
AN EQUAL OPPORTUNITY EMPLOYER
The Personnel Board of Jefferson County (Personnel Board) provides a public personnel system based on merit principles. The Personnel Board strives for the constant improvement of the public service by employing and developing the best qualified persons available. The Personnel Board provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, sex, creed, religion, political beliefs, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or genetics. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Employment decisions are made by the Merit System municipality or governmental agency in which the position exists. Each Merit System municipality, agency, or jurisdiction administers its own equal employment opportunity programs in compliance with applicable state and/or federal laws and regulations.
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