Senior Buyer

The purpose of this position is to perform highly specialized work in the purchase of a variety of complex commodities for the City.

Employees in this classification function at senior professional level to perform detailed work in the preparation, research, writing, evaluating and administration of solicitations and contracts.

The Senior Buyer may act on behalf of the Purchasing Manager in their absence. This position ensures proper administration of the solicitations, specifications, scopes of work and resulting agreements or contracts, purchase orders issued by the City in support of departmental activity.

Leads and participates in work of other staff within the division.

Performs complex and specialized purchasing work according to generally accepted public procurement principles. Provides initial and ongoing support to the department staff assigned to all types of complex and simple procurement functions for all City Departments.

Serves as the liaison between City departments and the procurement division for all department needs related to procurement.

Prepares and reviews justifications, specifications, and scopes of work for high dollar and complex procurement; performs complex purchasing work according to, regulatory requirements applicable to the work, City Procurement Policy/Code, established policies and procedures, and departmental guidelines.

Monitors, reviews and processes departmental requisitions, specifications and procurement related to City Agreements and City Commission agenda items for accuracy and conformance with established policies and procedures; communicates with various department users to determine needs for contractual and consultant services, commodities, materials, supplies and equipment.

Prepares specifications, legal advertisements, invitations and addendums to bid, Requests for Proposals, solicitation schedules, contracts, contract amendments and options of renewals; advertises formal bids and solicits quotations; assists with facilitating bid openings and tabulations; conducts pre-solicitation conferences; conducts solicitation evaluation process and price analysis; reviews post-award documents.

Prepares formal solicitations and works with departments to develop scope of services and/or specifications, conditions and requirements; works with department users to evaluate complex bids to ensure compliance and consistency with purchasing policies and regulations while fulfilling department needs; prepares and issues purchase orders; assists departments with vendor disputes.

Tracks purchase requisitions and purchase orders on computer; investigates any outstanding purchase orders, invoices or inquiries; works closely with requesting divisions/offices and the supplier to reconcile problems pertaining to delivery of goods, procurement process and/or receiving for the payment of goods.

Conducts meetings, interviews vendors, evaluates new products, and solicits user feedback for needed goods and services; coordinates and conducts meetings and training sessions with City staff.

Communicates with vendors on product pricing, specifications and availability; participates in solicitation reviews and debriefings with vendors; discusses results with department users.

Assists in the development, drafting, and review of new/revised procedures, and programs related to purchasing and contract administration.

Reads technical instructions, procedures manuals, and charts to solve practical problems; composes routine and specialized reports, forms, and business letters; speaks compound sentences using normal grammar and word form.

Performs supervisory work involving policy and guidelines, solving both people and work-related issues.

Performs addition and subtraction, multiplication and division and/or calculates ratios, rates and percentages.

Performs specialized technical and professional work requiring general understanding of operating policies and procedures and their application to problems not previously encountered; applies specialized technical or professional principles and practices in the solution of problems; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure.

Directs actions of others, making decisions almost constantly, affecting coworkers and City staff.

Performs related functions as required. Graduation from a four (4) year accredited college with major or minor course work in business administration or related field or an equivalent combination of experience and education.

A college degree is desirable but not required. Work experience will be considered in lieu of college degree or credits. Requires four to five years’ experience in one or more of the following: buying, supply activity, contract negotiation or contract management. Must be highly proficient in the use of Microsoft Word and Microsoft Excel software programs.

Must be capable of using or learning to use on-line web hosted software applications for bid management, vendor notifications and contract administration/management.

Must be capable of using or learning to use virtual meeting software applications to host online meetings related to Solicitations, presentations and City department training and collaboration. Experience in the government or municipal sector is highly desirable. Must be able to communicate clearly orally and in writing.

Requires a valid State of Florida driver license. Special skills or equipment certification may be required.

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