Buyer II

The City:
With over 100,000 residents, the City of Allen is a dynamic and welcoming community. The City of Allen's strong economy, diverse population, great educational institutions and quality of life makes it the ideal place to work, live, and play. The City of Allen has something to offer for everyone.
 
The City's Mission, is "To achieve excellence in managing development of the community and in providing city services so that conditions of living and public confidence are continually enhanced".
 
Our employees serve the citizens of Allen with the PRIDE values. We do "Work that MATTERS!"

• People First– Giving priority to others
• Respect– Treating others with courtesy and dignity
• Integrity– Serving with honesty, trust and hard work
• Deliver– Following through on commitments while exceeding expectations
• Excel– Creating an innovative and improving work environment

This position provides comprehensive purchasing support to City employees and departments by coordinating procurement of equipment, supplies, and services. Key responsibilities include issuing purchase orders, ensuring compliance with State of Texas bidding laws, City ordinances, policies, and procedures, and maintaining vendor relationships. The role involves conducting employee training on procurement software, managing the City’s purchasing website, creating bid specifications, processing solicitations, and overseeing pre-bid/pre-proposal meetings and bid openings. Additional duties include tracking insurance certifications and annual contracts, producing purchasing reports, managing P-Card and retail accounts, streamlining processes, and supporting City staff and vendors. The position may also be assigned special projects and is non-supervisory.The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Delivers customer service by responding to procurement inquiries, assisting departments with purchasing procedures, maintaining vendor communication, and providing training and support on financial software and procurement processes.
• Supports procurement activities by coordinating competitive bidding processes, clarifying specifications, soliciting bids and proposals, conducting pre-bid and pre-proposal meetings, evaluating responses, preparing bid tabulations, and assisting with award recommendations.
• Assists with contract and purchasing compliance by reviewing and approving purchase orders, verifying contract pricing, maintaining contract documentation, and ensuring adherence to applicable laws, policies, and procedures.
• Administers the Purchase-Card program by processing and auditing transactions, identifying exceptions, reconciling monthly activity, uploading data into the financial system, and maintaining accurate records and training materials.
• Conducts research and reporting by analyzing market trends, vendor performance, and pricing data; preparing reports for budgeting, benchmarking, and compliance; and staying informed of procurement policy updates.
• Coordinates surplus property processes by scheduling auctions, tagging and photographing items, and maintaining inventory records.
• Serves as the subject matter expert for purchasing software, maintains procurement systems, updates the purchasing website, and provides support to system users.
• Represents the City in professional purchasing associations and maintains current knowledge of local, state, and federal procurement laws and best practices.
• Maintains a safe, clean, and organized work area and ensures the security of materials.
• Maintains regular and consistent attendance in accordance with the assigned work schedule.

Education & Experience
Work requires broad knowledge in a general professional or technical field. A typical way to obtain the required qualifications would be:

• Bachelors degree or equivalent plus three (3) or more years of relevant experience involving public purchasing, contract administration, office administration and personal computer operations.

Other combinations of education and experience may be considered.

Certification and Other Requirements 

• Valid Class C Driver’s License.
• Professional Public Buyer Certification or equivalent preferred.

Knowledge of:

• City purchasing policies, procedures, ordinances, and State of Texas procurement laws.
• Public purchasing principles, competitive bidding practices, and contract administration.
• Financial systems, purchasing software, and procurement modules.
• Purchase-Card program guidelines, reconciliation processes, and audit standards.
• Modern office practices, procedures, and equipment.
• Market research methods, vendor evaluation techniques, and pricing analysis.

Skill in:

• Coordinating procurement activities, preparing solicitations, and evaluating bids and proposals.
• Reviewing purchase orders and contract documents for accuracy and compliance.
• Administering Purchase-Card transactions, identifying discrepancies, and maintaining audit-ready records.
• Providing training and support on financial software and procurement procedures.
• Establishing and maintaining effective working relationships with vendors, coworkers, and City staff.
• Managing multiple tasks and deadlines with attention to detail and accuracy.
• Preparing clear and concise reports, correspondence, and documentation.
• Communicating effectively in both oral and written formats.
• Using Microsoft Office and financial software systems to perform procurement-related tasks.

Physical Demands / Work Environment

This list is intended to describe the general nature and level of work being performed; it does not address the potential for accommodation.

• Work is primarily performed in a standard, climate-controlled office environment.
• Requires prolonged periods of sitting, with occasional standing and walking.
• Frequent use of hands and fingers to operate a computer, telephone, and other standard office equipment.
• Visual acuity to read printed materials, spreadsheets, and computer screens.
• Verbal and auditory ability to communicate effectively in person, by phone, and in virtual meetings.
• Occasional reaching, bending, or lifting to access files, supplies, or equipment.
• Ability to lift up to 50 lbs. occasionally or negligible weights frequently.
• May require travel to attend off-site meetings, training sessions, or vendor visits.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as needed.

Salary : $26 - $38