Buyer II

At the City of Plano, our values make us who we are and guide us as we SERVE our city. As members of Team Plano, our organizational Values (what is most important to us) make up the acronym, SERVE (Stewardship Engaged Respectful Visionary Excellence).

Summary of Duties: Under general supervision, the Buyer II is responsible for the bidding process of all bids and contracts, from inception through termination, and for the purchase of supplies, services and materials for all City departments, as directed. This position is also responsible for maintaining data in electronic purchasing system, providing individual training and user manuals to users; adding and updating vendor data and responding to vendor and system user questions and problems.

Distinguishing Characteristics: This is the journey-level classification in the Buyer series that follows diversified procedures and implements processes to accomplish end results, within guidelines. Immediate supervision is available upon request. This class is distinguished from Buyer, Senior in that the latter is a higher-level class in the series that performs more complex technical, investigative, and supervisory duties requiring a higher level of knowledge and skill.

EXAMPLES OF ESSENTIAL JOB FUNCTIONS

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 essential functions of the job.

• Solicits bids by coordinating the bid and award process with user departments, Legal, Risk Management and selected Cooperative Purchasing Groups.
• Assist supervisor to determine proper procurement process and clarify and revise specifications, as needed, to allow for competitive bidding.
• Conducts bid openings, documents vendor responses, prepares and distributes bid tabulations
• Reviews and analyzes bid responses and formulates recommendation for bid award; prepares documents for City Council when needed.
• Coordinates contract development on supplies and services with user departments, Risk Management, and Legal.
• Reviews purchases by assigned departments to ensure adherence to State laws and city policies and procedures.
• Maintains contract and insurance files.
• Maintains vendor lists and various bid and contract status reports on a timely basis.
• Conducts assigned procurement activities for using departments to ensure adherence to state laws and city policies/procedures.
• Responsible for vendor interaction with user departments.
• Responds to vendors with questions regarding City of Plano purchasing procedures or refers to the appropriate department for response and ensures all vendor information is entered into systems correctly.
• May perform assigned contract administration duties.
• Assists with training of Buyer I and city-wide training programs.
• May troubleshoot system problems by looking up received dates, reviewing and interpreting order histories, determining sources of problems, and taking corrective action by contacting appropriate users to advise of incorrect entries and to give guidance on actions required to resolve the problem.
• May provide individual training for system users by demonstrating the systems and explaining correct use. Provides remedial training and a resource for questions and problems experienced by users.
• Regular and consistent attendance for the assigned work schedule is essential.

Marginal Duties:

• Performs other duties as assigned.

Typical Decisions: Determines procurement process and coordinates timely bidding of City contracts for supplies and services; monitors bid process to completion; and maintains timely cycle of supplies' and services' renewals or rebids. Reviews and evaluates City-wide purchases. Conducts analysis and evaluation of bid responses for adherence to specifications and preliminary recommendation of award.

Minimum Qualifications:

Knowledge of: Purchasing methods and procedures both in general and specific to the City of Plano; large-scale purchasing policies and procedures; competitive bid processes in a governmental environment; procurement software.

Skill in: Communicating effectively both verbally and in writing; operating a computer including Microsoft Office Products; using procurement software; analyzing detailed bidding documents; interacting with and providing a satisfactory level of customer service to other employees, vendors, and the public; responding timely and effectively to resolve purchasing issues; implementing purchasing actions in accordance with policies and procedures; reviewing and interpreting complex evaluation matrixes.

Education: Associate’s degree in business, Public Administration, Communications, or related field.

Experience: Three (3) years of experience as a Buyer, preferably in the public sector.

Any work-related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements.

Licenses and Certifications: None.

Conditions of Employment: Must pass a drug test, criminal history background check, periodic CJIS background check (for positions requiring access into Police buildings) and social security number verification check.

Physical Demands and Working Conditions: This is primarily an office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties and skills which may be required. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

Equal Opportunity Employer - EOE/M/F/V/D

Open positions are subject to close without notice.