Purchasing Buyer I

Description:

JOB SUMMARY:

Provides overall support to the District for purchase of goods and services for District departments as pursuant to the New Mexico State Procurement Code Regulations. Performs a variety of general and specialized functions relating to procurement and customer service with District departments and vendors.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

ESSENTIAL DUTIES:

• Provide courteous customer service both verbally and in writing to District management, employees, and vendors.
• Maintain system of organizing outstanding and completed requisitions, purchase orders, and returns both in writing and within the software system.
• Refer matters requiring policy interpretation or technical expertise to Management for resolution.
• Responsible for learning and adhering to procurement processes according to the New Mexico State Procurement Code.
• Complete District purchase orders, coordinate shipments from vendors, delivery orders to District departments, and provide accurate and pertinent documentation to support the process.
• Solicit quotes from approved vendors where appropriate.
• Award purchases at level of authority.
• Respond to questions at level of authority on inventory and purchasing related matters.
• Assist with receipt of goods received through the Purchasing department and resolve/communicate shipping discrepancies and product and service defects.
• Keep the warehouse clean and organized as needed.
• Accurately perform mathematical calculations and data entry.
• Assist with periodic District physical inventory and reconciliation.
• Organize and maintain inventory stock in good condition.
• Pick up orders from vendors as needed using a District Vehicle.
• Verify return of cores.
• Know and abide by all department and District policies and procedures.
• Responsible for attendance during scheduled shifts.
• Works as part of a team to achieve tasks and goals.
• Perform other duties as assigned.

KNOWLEDGE/SKILLS/ABILITIES:

Must have knowledge of general office practices and procedures; customer service, answering phones and material management a plus; knowledge of purchasing parts related to fleet, heavy equipment, and agriculture equipment a plus; business English: spelling, grammar, and punctuation; general math skills needed; general office equipment and good knowledge and skills with computers, ability to quickly learn applicable software programs; principles and techniques of general accounting a plus.

Must have the ability to communicate, exercise independent judgment, understand and respond to purchasing issues with District departments and vendors; ability to handle people tactfully and courteously and answer questions within the scope of authority and confidentiality; ability to research, record, process and analyze various types of procurement transactions; ability to assess and prioritize multiple tasks, projects, demands and deadlines in a high-pressure environment with changing priorities; read and interpret rules and regulations; respond to inquiries and maintain accurate records; demonstrate attention to detail; understand and follow broad or complex instructions; use initiative and independent judgment while recognizing when to refer matters to the attention of Management; maintain effective and cooperative working relationships with others.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee must be able to move about the work environment; must have the ability to frequently move or re-position up to 50 pounds of materials or objects; must be able to communicate effectively both verbally and in writing; must be able to operate certain office equipment and appropriate warehouse equipment; specific vision abilities required by this position include extended periods of time reading, close vision and ability to adjust focus. Essential duties are performed both indoors and outdoors. Indoor work may be under normal controlled temperature conditions work surface is even, carpeted, tiled and/or concrete floors; outdoor work will be required and can have variable temperature conditions; work surface can be uneven, weather can be a condition of working environment.

This organization reserves the right to change job duties and responsibility as need arises. This job description does not constitute a written or implied contract of employment.

Requirements:

MINIMUM QUALIFICATIONS:

High School diploma or equivalent PLUS knowledge and experience in New Mexico State Procurement Code Regulations and public sector purchasing preferred; two (2) years’ experience in purchasing and materials management preferred; highly proficient in data entry and MS Office software required. Associate’s degree or higher in a related field is preferred. Bilingual (English/Spanish) is preferred to assist when necessary.

Education/Experience substitution: A combination of education, experience and training may be applied.

Licenses/Certifications: Must have a valid driver’s license; must have or obtain forklift certification within 3 months of hire date and maintain while employed.

Other: Must pass post-offer, pre-employment drug screen, medical exam, and motor vehicle report in compliance with District insurance guidelines.