What are the responsibilities and job description for the Senior Buyer position at York County, VA?
Responsible for performing the more advanced purchasing work for York County Government offices, including the York County School Division, in accordance with all applicable federal, state, and local laws, and policies and procedures. Performs the more complex and specialized work in the procurement of a variety of supplies, materials, equipment, professional services, and capital improvement projects.
Ensures compliance with purchasing policies and procedures, legal provisions, ethical issues, management of vendor performance, and contract interpretation/administration; ensures the integrity of the County’s public procurement process is upheld.
Provides guidance, review, and direction to departments/schools regarding solicitation specifications/standards/requirements, in order to determine appropriate sourcing strategies.
Initiates and administers formal solicitations, to include all necessary activities for the development of Requests For Proposals; reviews and evaluates submittals to determine compliance with stated specifications and requirements.
Facilitates evaluation committee and vendor presentation meetings; determines negotiation strategies and conducts competitive negotiations; awards contracts based on the most qualified offeror which meets the criteria and conditions most favorable to the County and/or School division and in accordance with the solicitation and applicable regulations and laws; prepares/reviews legal contract verbiage/documents, and performs post award activities.
Initiates and administers some of the more difficult contracts; participates in larger, more complex contracts on a regular basis, which includes the moderate to highly technical/complex specifications, special instructions/conditions, and requirements for Invitation For Bid solicitations; evaluates quotes/bids and facilitates recommendation of award of contracts to the lowest, responsive and responsible bidder.
Conducts pre-bid and pre-proposal conferences with prospective bidders and offerors; prepares/issues written addenda as required.
Conducts analysis of vendor cost/price proposals, conducts best-value analysis, and lease/purchase analysis.
Performs financial computations, statistical analysis, and forecasting.
Negotiates single source contracts.
Collaborates with departments and Purchasing Agent to assist in the development of procurement documentation necessary for Board of Supervisor meetings.
Interacts with vendors to determine product availability, cost and quality; responds to vendor inquiries; receives and responds to a variety of inquiries and complaints relating to vendors and manufacturers; resolves problems and performance issues as identified based on knowledge of department, or refers to appropriate party.
Serves as mentor and advisor to procurement staff for sourcing, contracting, contract administration, and contract forecasting.
Stays abreast of new products, and changes to product lines; researches and analyzes products and services, product substitution, and price and quality differences.
Identifies opportunities for the establishment of contracts; monitors and maintains contract renewal schedules; and may serve as Contract Administrator for issued agreements.
Prepares and distributes a variety of correspondence and reports related to purchasing activities and policies.
Engages in professional development in public procurement through continued education and networking.
Minimum Qualifications
Any combination of education and experience equivalent to a bachelor’s degree in business or a related field, and five (5) to seven (7) years of progressively responsible public procurement experience.
Requires a valid driver’s license issued by the Commonwealth of Virginia.
This job is contingent upon successful completion of pre-employment checks to include driving record, criminal history and background checks.
Completion of a professional certification such as Certified Professional in Supply Management (CPSM), Certified Purchasing Manager (CPM), Certified Public Procurement Buyer (CPPB), Certified Public Procurement Officer (CPPO), or Certified Procurement Professional (NIGP-CPP), from a recognized purchasing related organization is preferred.
Supplemental Information
Must have general knowledge of purchasing methods and competitive bid processes in a procurement environment, as well as general purchasing procedures and guidelines, financial computations, statistical analysis and forecasting techniques.
General understanding of applicable federal, state and local purchasing laws and regulations to include the Virginia Public Procurement Act required.
Strong customer service skills and the ability to establish and maintain professional relationships with employees, managers, and vendors required.
Personal computer experience using Microsoft Excel and PowerPoint required. Experience using Tyler Munis financial software desired.
Comprehensive knowledge of the various grades and qualities of a wide variety of materials, equipment, supplies, and services used by the County and School divisions.
Comprehensive knowledge of purchasing methods and competitive bid processes in a procurement environment, as well as of purchasing procedures and guidelines, financial computations, statistical analysis and forecasting techniques.
Comprehensive knowledge of laws pertaining to public purchasing, as well as knowledge of accepted purchasing principles and practices; must have ability to stay aware of changes in government procurement laws, regulations and/or policies.
Considerable knowledge of principles and processes for providing customer service with the ability to handle a variety of customer service issues with tact and diplomacy and in a confidential manner. This includes setting and meeting quality standards for services, and evaluation of customer satisfaction.
Thorough knowledge of modern business practices.
Must possess strong analytical and problem solving skills.
Proficient skills in Microsoft Office, Excel, and Outlook; ability to create and present PowerPoint presentations, and the ability to conduct research through use of the internet. Ability to use a computer based purchasing information system.
Must possess the ability to make sound purchasing recommendations/decisions and prepare supporting substantiation/justification.
Ability to communicate ideas effectively and ability to listen and understand information and ideas being presented verbally and in writing.
Ability to develop and maintain cooperative and professional relationships with employees and all levels of management to include representatives from other departments and organizations.
Ability to manage and prioritize multiple tasks/projects to consistently meet deadlines, and assist others in achieving goals.
Ability to use logic and reasoning to understand, analyze, and evaluate situations and exercise good judgment to make appropriate decisions.
Physical Demands
Must be physically able to operate a variety of automated office machines which include a typewriter, calculator, personal computer, copier, etc. There is some stooping and bending involved when picking up boxes or packages (weighing 5-10 pounds) when shipments are delivered to Purchasing. Some pushing and pulling involved in transporting boxes, using a hand cart. Work involves sitting most of the time, but may involve walking or standing for periods of time, particularly during pre-bid conferences or while doing an on-site walk through.