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The Assistant Buyer is responsible to perform a variety of technical procurement and related services within the City’s purchasing division; review purchase orders, purchase requisitions, bids, specifications, and invoices for accuracy and appropriateness; coordinate the purchase of supplies, materials, equipment and services in order to support and enhance the delivery of City services; monitor contracts to ensure compliance with purchasing and related requirements; prepare and maintain a variety of purchasing related records, files, lists and forms; respond to inquiries and provide information regarding purchasing activities.
APPLICATION PROCESS
Applicants will be assessed on the application submitted. Due to the volume of applications received, resumes will not be screened for the purpose of determining who is the most qualified to compete in the testing process. It is the applicant’s responsibility to fill out the “Education” and “Work Experience” sections of the application with complete information and adequate detail. Do not substitute any part of the application with the words “SEE RESUME.”
The following information is provided for you to use as a reference and as a planning tool. Human Resources is unable to schedule make-up examinations. Applicants considered to be the most qualified will be invited to continue in the testing process.
Tentative Testing Schedule
Online iAHQ Exam
January 13, 2022 – January 20, 2022
Human Resources reserves the right to revise the testing process to best meet the needs of the City.
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS:
Essential and other important responsibilities and duties may include, but are not limited to, the following:
Essential Functions:
Receive, examine and process purchase requisitions; check for correct ordering, accounting and departmental approval information; issue purchase orders.
Research and identify new sources for use in bidding; obtain bid and price information by mail, phone, fax, computer or direct contact with vendors; work with departments to prepare equipment, materials and services specifications and other necessary documents to facilitate procurement.
Solicit, receive, calculate and evaluate bids and proposals for price and quality; negotiate with vendors on behalf of the City; interview and correspond with vendors regarding their materials, services and products; ascertain whether vendors meet business license, insurance and other City requirements.
Purchase office supplies, maintenance/repair/operating materials, equipment and services.
Monitor contracts for compliance, correcting any non-compliance bidding of services for annual contracts, and compiling of cost projections for budget purposes.
Issue blanket purchase orders; research requests; evaluate past usage; contact vendors for pricing and terms.
Project future pricing on frequently purchased items and services for budget preparation purposes.
Respond to inquiries and clarify information from departments regarding purchasing process, supplies, equipment, and problems with invoices and purchase requisitions; provide assistance regarding the use of city-wide procurement software and related systems.
Maintain vendor files; contact established sources of supply to obtain specifications and price quotations.
Interpret and apply City purchasing policies and procedures; stay current on laws, regulations, ordinances, principles, practices and procedures for purchasing.
Assist in the development and preparation of instructions and forms related to purchasing and stores; assist in recommending and developing more efficient procurement methods and techniques.
Prepare formal Requests for Proposals (RFP’s) and Requests for Bids (RFB’s); prepare Council reports requesting authorization to issue RFP’s and RFB’s and to award contracts.
Maintain a variety of files, records, lists and manuals; maintain and prepare periodic and special reports; prepare price, quality and value comparisons in the evaluation of bids, materials, services and equipment needs.
Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
Marginal Functions:
Perform other related duties as required.
MINIMUM QUALIFICATIONS: Knowledge of:
Basic principles, practices, methods, and techniques of public agency purchasing.
General laws and regulations applicable to public agency purchasing.
Materials, supplies, and equipment typically used in local government services.
Modern office procedures and practices.
Personal computers and standard business software.
General methods and practices of bookkeeping and financial and statistical record keeping.
Ability to:
Perform technical purchasing activities in a local government environment.
Learn City purchasing procedures and appropriate government codes applicable to purchasing.
With input from City departments, assist with the preparation of equipment,material and service specifications.
Learn to evaluate the quality and price of products to judge suitability of goods and alternatives offered.
Make arithmetic calculations with speed and accuracy; perform statistical analyses.
Operate a computer, calculator, and other basic office equipment; utilize standard business software.
Understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.
Communicate effectively, both orally and in writing.
Establish and maintain effective working relationships with both internal and external customers.
Experience and Training Guidelines:
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Two years of journey level clerical experience that included some responsibility for purchasing supplies and materials.
Training:
Equivalent to an Associate’s degree from an accredited college with major course work in business administration, public administration, purchasing, materials management or a related field. Possession of a certificate as a Certified Purchasing Manager (CPM), Certified Public Purchasing Buyer (CPPB), or Certified Public Purchasing Officer (CPPO) is highly desirable and may be substituted for the required education.
License or Certificate:
Possession of, or ability to obtain, an appropriate valid California driver’s license.
PHYSICAL AND MENTAL REQUIREMENTS:
Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting. Lifting: frequent up to 10 pounds; occasionally up to 25 pounds. Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. Hearing/Talking: frequent hearing and talking, in person and on the phone. Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working done. Environmental: frequent exposure to noise.
WORKING CONDITIONS
Work is performed in a typical temperature controlled office environment subject to typical office noise and environment. Some work may involve remote locations. Positions may require occasional overtime and weekend work and travel is rare.
