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HomeMy WebLinkAboutBuyer ICITY OF IOWA CITY - Job Description Job Class #06-06 FLSA Non-Exempt Civil Service Identification Position Title: Buyer I Department: Finance Division: Purchasing Supervisor: Assistant Finance Director Job Summary Under general direction, provides and promotes effective procurement of equipment, materials and services through research, specifications, evaluation, written reports and contracts. Essential Job Duties and Responsibilities Develops, researches and writes bid documents; updates established bids prior to release. Receives, evaluates and recommends awarding of bids and contracts and provides documentation. Contacts vendors to notify them of newly posted bids and request for proposals; provides essential information regarding dates of bid closings and mandatory meetings. Researches and evaluates a variety of existing and proposed equipment, products and services. Prepares detailed written reports, recommendations and support data for presentation to the Purchasing Agent and other appropriate parties. Assures contract compliance, product and vendor performance and warranty protection. Develops and amends contracts. Provides information and assistance to City employees, intergovernmental agencies, contractors, vendors and the general public regarding various City procurement policies and procedures. Advises Purchasing Agent and City staff on changes in regulations, market conditions and other developments affecting equipment, products and services. Assists internal customers with the delivery of purchases, informal quotes and operation of small office equipment according to guidelines. Works with legal staff regarding contractual language and contract issues. Performs duties required for contract administration for those contracts awarded by the Purchasing Division. Prepares training material and trains employees on usage of purchase cards. Job Class #06-06 Purchasing Page 2 Updated 03/07/2024 Prepares training material and trains employees on purchase requisition entry, contract entry, change order entry and invoice entry. Serves as back-up staff for Purchasing Clerk; receives, sorts and routes all incoming City mail and packages; processes and transports all outgoing mail to the post office; arranges for Fed-Ex and DHL pickups and deliveries. Assists with the internal transfer of surplus equipment and the sale of surplus equipment and vehicles to the public. Enters and posts purchase requisitions and distributes purchase orders. Enters, posts and distributes change orders. Enters invoices for payment. Operates various office equipment. Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. Performs all other related duties as assigned. Physical and Environmental Conditions The physical demands and work environment conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job and are encountered while performing those essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk and hear. The employee frequently is required to use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision. The noise level in the work environment is usually moderate. Minimum Education, Experience and Certification High school diploma or equivalent and one year of related experience required. Or equivalent combination of education and experience. Must pass criminal background check. Preferred Education, Experience and Certification Associate degree in business administration or in a related field from an educational institution accredited by a DOE recognized accreditation body preferred. Three years of experience in purchasing or in a related field preferred. Certification in Public Purchasing (CPPB) through the Universal Public Procurement Certification Council preferred. Job Class #06-06 Purchasing Page 3 Updated 03/07/2024 Knowledge, Skills, and Abilities Knowledge of federal, state, and local regulations, standards and practices, related to procurement. Knowledge of records management, municipal accounting and budgeting. Knowledge of inventory control procedures. Skills in oral and written communications. Skills in public relations and customer service. Skills in maintaining effective working relationships with internal clients. Knowledge of general services and operations provided by City department, the County, State and Federal governments and other non-City agencies. Ability to proofread purchase requisitions, purchase orders, bids, request for proposals, vouchers, and check requests. Knowledge of mail processing and postal processing and postal rates and regulations. Knowledge of general office and clerical procedure in including filing and basic record keeping. Skills in typing and data entry. Ability to read and understand written materials to record work activities or keep records. Ability to perform basic mathematical calculations. Ability to operate standard office equipment and an automated teller machine. Ability to perform multiple tasks in an open environment, perform basic mathematical calculation and communicate/relay information under stressful conditions. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position.