MANAGEMENT JOB DESCRIPTION

The position of Buyer performs purchasing activities that ensure efficient and accurate inventory levels of materials, equipment, and supplies necessary for all departments in the effective management of the cooperative.

JOB DUTIES & RESPONSIBILITIES

ESSENTIAL DUTIES

• Review requisitions and coordinate with vendors to obtain product or service information such as price, availability, and delivery schedule.
• Support and train DEMCO employees in the procurement process as needed.
• Proactively work with requisitioners to source requested items that meet required specifications and delivery schedule. When necessary, reach out to requisitioners to gather more information to understand the items and delivery dates requested. When requested items are unavailable, research and identify possible viable substitutions, gain requisitioner approval on any changes.
• Prepare and issue purchase orders, or bid requests, and provide documents for backup of invoices for payment for the purpose of completing procurement processes in accordance with established procedures.
• Ensure purchase requisition and purchase order has the proper account/activity codes as well as the proper interface information to post to other modules in the ERP. i.e. Work Order, Fleet, Material Inventory, etc.
• Ensure procurement requests processed through the department comply with the requirements of the Financial Authority Guidelines, RUS, FEMA, GOHSEP, Construction Change Order as well as any other company policies and procedures.
• Notify appropriate parties of non-compliance with requirements identified above and work with all parties to get any requests back in compliance.
• Process procurement-related information (e.g. bid documents, tabulations, requisitions, electronic procurement, product specifications, statements of work, performance terms, contracts, etc.) for the purpose of updating and distributing information, and or complying with established accounting practices.
• Verify that all items which are bid, or which have had a price previously determined, are purchased for the correct cost and that all discounts or multipliers are realized.
• Process receiving documentation as required to on purchase orders to ensure accuracy of goods/services provided.
• Coordinate the delivery of purchases with vendors and DEMCO personnel.
• Actively participate in vendor management; includes obtaining all required documentation, vendor validation/setups in our ERP, and maintaining the approved vendor listing.
• Notify immediate supervisor if any vendor fails to meet the minimum DEMCO requirements or any non-compliance with the procurement process.
• Respond to inquiries from a variety of internal and external sources for the purpose of providing information, direction, and/or appropriate referrals.
• Develop departmental relationships that lead to understanding, confidence in and use of the cooperative's purchasing procedures and keeps those employees who have made a requisition for items informed of the status of the order including quantity, expected delivery date and supplier.
• Remain educated on the transmission and distribution system of the cooperative to gain an understanding of the materials and services purchased.
• Remain informed of current developments in purchasing, economic conditions and the electric utility industry through literature, vendor contacts and communications with other utilities.
• Remain informed of construction projects and other special needs for material and equipment.
• Research contracts, suppliers, equipment, and regulations, including evaluation of new products for the purpose of ensuring compliance with budgetary guidelines.
• Work with departments to ensure the materials and equipment purchased meet the goals and standards of the project.
• Maintain a positive relationship with manufacturers and vendor representatives to ensure they can fulfill the Cooperative’s needs.
• Coordinate with the warehouse team on inventory levels, material ordering and proactive expediting and tracking of materials from vendors.
• Coordinate the ordering of shared items, such as kitchen/coffee items, mailroom supplies, uniforms for Cooperative personnel.
• Prepare for and actively participate in the Pre-Bid meeting and Bid Opening Committee process.
• Using data analytics, evaluate purchase order aging reports, material purchases reports and system batch reports as they relate to the procurement department.
• Manage and balance the open purchase orders, un-received items, received but not invoiced item reports, and other procurement reports on a regular basis.
• Proactively collaborate with immediate supervisor on implementation of enhanced/efficiency procurement processes and procedures.
• Prepare and present oral and written reports directly to immediate supervisor regarding procurement activities.
• Scan, maintain and organize procurement information, files, and records (e.g. Requests for Proposal, purchase orders, vendor files, contracts, RFPs etc.) for the purpose of ensuring the availability of documentation and compliance with established record retention policies and regulatory guidelines.

NON-ESSENTIAL DUTIES

• Assist auditors in providing requested information for the purpose of providing necessary documentation for completion of audit.
• Participate in department meetings, training, seminars, and conferences for the purpose of conveying and gathering information required to perform job functions.
• Assist immediate supervisor in updating and maintaining the Independent Contractor Storm Agreements on a yearly basis for emergency storm restoration work and monitoring the Online Contractor Portal.
• Participate as an active member in the Material Standards Committee.
• Assist in emergency outage restoration efforts as directed and outlined in the Emergency Response Plan.
• Other duties as assigned.

MINIMUM QUALIFICATIONS

EDUCATION

• Associate’s degree in Accounting, Supply Chain, or related field required.

EXPERIENCE

• Minimum five years of experience in a progressively responsible management position in purchasing or related field required.

LICENSES AND/OR CERTIFICATIONS

• Certified Purchasing Professional (CPP) highly preferred.

KNOWLEDGE, SKILLS & ABILITIES

KNOWLEDGE

☒ Accounting: Knowledge of generally accepted accounting principles (GAAP) and RUS accounting.

☒ Clerical: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.

☒ Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

☒ Mathematics: Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

☒ Purchasing & Inventory: Knowledge of purchasing, accounting, and inventory control including planning material requirements, preparation of quotation requests, evaluation of quotations, and researching source/problems of supply and product lines.

☒ Spreadsheets: Knowledge of spreadsheets and how to use them to calculate, manipulate, and present data and format them for formal presentations.

☒ Warehousing: Knowledge of the tools, equipment, supplies, hardware, and apparatus required for electric distribution and transmission construction, maintenance and service; understanding of inventory control and storage principles.

SKILLS

☒ Active Learning: Understanding the implications of new information for both current and future problem-solving and decision-making.

☒ Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

☒ Adaptability: Changing course of action or approach in order to suit a new situation or expectation or work through challenging issues.

☒ Complex Problem Solving: Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

☒ Computer Skills (MS Office): Proficient in the use of common types of software in the MS Office Suite, such as Outlook, Word, Excel, and PowerPoint.

☒ Computer Skills (Specific to DEMCO): Please list other computer applications specific to DEMCO that are required as a minimum:

· Enterprise Software System

☒ Coordination: Adjusting actions in relation to others' actions.

☒ Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

☒ Interpersonal: Qualities and behaviors used to communicate, collaborate, and build relationships successfully with others.

☒ Judgment and Decision Making: Considering the relative costs and benefits of potential actions to choose the most appropriate one.

☒ Mathematics: Using mathematics to solve problems.

☒ Number Facility: The ability to add, subtract, multiply, or divide quickly and correctly.

☒ Planning & Organization: Planning, prioritizing, and achieving work goals and assignments by working in an organized, efficient, and productive manner.

☒ Presentation: Delivering clear and effective presentations to individuals or groups through use of various presentation materials.

☒ Reading Comprehension: Understanding written sentences and paragraphs in work related documents.

☒ Service Orientation: Actively looking for ways to help people.

☒ Speaking: Talking to others to convey information effectively.

☒ Time Management: Managing one's own time and the time of others.

☒ Writing: Communicating effectively in writing as appropriate for the needs of the audience.

ABILITIES

☒ Composure: The ability to handle difficult and stressful situations with professional composure.

☒ Deductive Reasoning: The ability to apply general rules to specific problems to produce answers that make sense.

☒ Fluency of Ideas: The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).

☒ Inductive Reasoning: The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).

☒ Managing Priorities & Deadlines: Taking control of multiple tasks, managing time to meet approaching project due dates, handling unexpected or difficult situations, and dealing with pressure and stress.

☒ Mathematical Reasoning: The ability to choose the right mathematical methods or formulas to solve a problem.

☒ Memorization: The ability to remember information such as words, numbers, pictures, and procedures.

☒ Oral Comprehension: The ability to listen to and understand information and ideas presented through spoken words and sentences.

☒ Oral Expression: The ability to communicate information and ideas in speaking so others will understand.

☒ Originality: The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem.

☒ Problem Sensitivity: The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

☒ Speech Clarity: The ability to speak clearly so others can understand you.

☒ Speech Recognition: The ability to identify and understand the speech of another person.

☒ Speed of Closure: The ability to quickly make sense of, combine, and organize information into meaningful patterns.

☒ Strategic Thinking: Mental or thinking process applied through the generation and application of unique business insights and opportunities intended to achieve success or create competitive advantage for the organization.

☒ Team Oriented – The ability to work collaboratively and build strategic relations with colleagues, coworkers, constituents and volunteers.

☒ Written Comprehension: The ability to read and understand information and ideas presented in writing.

☒ Written Expression: The ability to communicate information and ideas in writing so others will understand.

PHYSICAL REQUIREMENTS

PHYSICAL ACTIVITIES

☒ Finger Movements: Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.

☒ Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

☒ Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.

☒ Repetitive motion: Substantial movements (motions) of the wrists, hands, and/or fingers.

PHYSICAL DEMANDS

☒ Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

VISUAL ACUITY

☒ The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.

WORK ENVIRONMENT

☒ None. The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work.)

Disclaimer: The above statements do not constitute an employment contract; employment is at-will. This job description is not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. The duties and responsibilities can be expanded by management as necessary.

Job Type: Full-time

Pay: From $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person