Buyer

Class Code: PP104
FLSA Status: Non-exempt

Bargaining Unit: SEA

DEFINITION:

Under general supervision, a Buyer performs technical duties to support the acquisition, approval, receipt, and record keeping for purchased equipment, materials, services and supplies; receives and processes purchase requisitions and purchase orders; communicates with vendors to research, resolve and maintain product, price and delivery discrepancies; maintains purchasing records and files; and performs related work as required.

DISTINGUISHING CHARACTERISTICS:

Buyer is a journey-level class of the series. An incumbent in this class performs tasks requiring interpretation and application of specialized purchasing policies and procedures to ensure that assigned activities comply with various legal, regulatory, policy, and other requirements. This class may be distinguished from the higher level class of Purchasing Agent because an incumbent in the latter class performs professional purchasing work.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

Receives and processes routine purchasing requisitions; analyzes requisitions for compliance with Santa Cruz METRO standards and ensures information is complete and accurate; identifies possible suppliers; assists customers with determining specification requirements on requested items.
Performs routine purchasing assignments; obtains price quotes and places orders.
Investigates, assesses, and resolves straightforward products such as damaged goods and incorrect merchandise, failure to deliver on time, vendor billing problems, or other problems, complaints or discrepancies; contacts vendors and suppliers and appropriate internal departments to resolve issues.
Files and maintains purchase orders and purchasing-related documentation.
Uses a company credit card (Cal-Card) on selected small purchases within established authorization limits; maintains related records; reconciles Cal-Card statements and follows up with departments regarding discrepancies.
Communicates with departments regularly regarding placed orders and answers questions on the status of orders; assists with the coordination of deliveries, services, and related matters.
Serves as a liaison with vendors and suppliers; explains Santa Cruz METRO purchasing policies and procedures.
Reads the terms and conditions applicable to new vendors and flags discrepancies with Santa Cruz METRO purchasing policies.
Provides training and re-training to various Santa Cruz METRO staff regarding purchasing procedures and the use of automated purchasing software.
Responds to Public Records Requests as assigned.
Provides information to employees and the public.
Operates standard office equipment; utilizes computer software in performing job tasks
Utilizes standard business software in performing job tasks;
May assist purchasing agent in researching, developing, writing and compiling invitation for Bids, request for quotations and request for proposals.
May assist with processing informal contracts and contract renewals.
May utilize specialized Santa Cruz METRO software.
Drive a Santa Cruz METRO vehicle to perform assignments.
Performs related work as required

EMPLOYMENT STANDARDS:

Knowledge of:

Basic principles and practices of public agency purchasing.
Basic State and Federal laws and regulations applicable to public sector purchasing.
Basic purchasing terminology and methods.
General types and sources of equipment, materials, and supplies used by a transportation authority.
The creation and use of computerized spreadsheets, databases, and software to track information and automate calculations.
Modern office practices, procedures, and equipment.
Business correspondence, formatting and report writing.
Manual and automated record-keeping and filing systems.
Methods of maintaining information in digital or hard copy files.
Technical methods of researching, gathering, organizing and reporting data.
Methods of prioritizing, planning and organizing work.
Time management techniques.
Customer service techniques.
Intermediate mathematics, including ratios, percentages, and intermediate statistics.
The effective use of modern office equipment, personal computers, and standard business software.

Ability to:

Evaluate, interpret and apply policies, procedures, and requirements as they apply to technical purchasing activities.
Perform technical purchasing activities in a manner that complies with applicable laws, regulations, and policies.
Research and identify the price and availability of items to be purchased.
Maintain complex and detailed records and control systems with accuracy and attention to detail.
Create and use spreadsheets, databases, and software to track information.
Perform financial calculations quickly and accurately.
Adhere to established work schedules and timelines.
Work independently using good judgment, tact, and discretion.
Balance multiple assignments simultaneously and effectively.
Utilize standard office equipment and computer software and learn to use specialized Santa Cruz METRO software if assigned.
Communicate clearly and effectively in both oral and written form.
Establish and maintain effective working relationships within the department and with other divisions, departments, agencies, suppliers, vendors, and the public.

MINIMUM QUALIFICATIONS:

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education, Training and Experience:

One (1) year certificate of proficiency from an accredited college in public administration, business administration or a comparable field of coursework.

AND

Two (2) years of experience performing technical purchasing work, preferably in a public agency.

LICENSES AND CERTIFICATES:

A valid California Driver’s License will be required at the time of appointment and throughout employment.

Must be able to obtain and maintain a current, valid California Class “C” Driver’s License.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, the employee is often required to reach with hands and arms; walk and sit; use finger dexterity; and talk and hear. Work often requires the repetitive use of both hands to grasp and feel objects and use a keyboard. The employee is regularly required to stoop at the waist, kneel, crouch, and stand. Occasional lifting up to 20 pounds unaided may be required. Specific visual abilities required for this job include close vision, distance vision, the ability to see colors and shades, and the ability to perceive depth.

Mental Demands

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; uses math and mathematical reasoning; performs detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work.

Work Environment:

The employee works in a standard office environment where the noise level is usually moderate. May require availability to work a flexible schedule.

OTHER CONDITIONS OF EMPLOYMENT:

Must pass a requisite background check.
May occasionally work extended hours or hours outside of the regular schedule.

*Adopted: 12-11-18

*BOD Approved: 08-23-19

*Revised: 00-00-0003-09-22

*Job Family: Administrative Technical

*Job Series: Purchasing

*Job Series Level: Journey

*Confidential: No