Buyer

ABOUT THE DEPARTMENT:

The Purchasing Office is responsible for implementation and administration of the City’s centralized procurement processes, ensuring that all purchases of goods and services are made in accordance with State law and City Ordinance and are open, fair, competitive, and obtained at the lowest possible cost. The Purchasing Office promotes the use of Commonwealth of Massachusetts contracts when appropriate and encourages participation of and outreach to minority, local and women-owned businesses.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Reporting to the Assistant Purchasing Agent for Goods and Services, the Buyer is responsible for ensuring City departments engage in cost effective purchasing procedures, policies, and practices that are in compliance with M.G.L. Chapter 30B and City ordinances. The Buyer shall work cooperatively with City Departments and other stakeholders to help ensure efficient and accurate workflow of the procurement of Goods and Services.
• The Buyer’s responsibilities include reviewing all assigned PeopleSoft online requisitions for accuracy, consistency, and compliance with City contracts, Massachusetts bid laws, and applicable City Ordinances. The administrative duties include but are not limited to purchase order review and approval, data entry of new vendors in the PeopleSoft Purchasing Module and the distribution and filing of printed copies of purchase orders, contracts, and other documents. The Buyer shall be familiar with budget codes and will work with the City’s Budget Department when necessary.
• The Buyer will be required to have up to date knowledge of state contracts and cooperative contracts. The Buyer shall assist and educate departments on utilizing state contracts, cooperative contracts, and City contracts for the procurement of goods or services.
• The Buyer will write and process Request for Quotes and Invitation for Bids for Goods and Services in compliance with G. L. c. 30B. The Buyer will draft and administer contracts as assigned by the Assistant Purchasing Agent for Goods and Services. The Buyer shall monitor the expiration of contracts and will process Contract renewals and amendments as assigned. The Buyer will be required to update bid and vendor registry information in the Purchasing bid tracking system accordingly. The Buyer will assist with all other procurement and contract activities as necessary.
• The Buyer shall answer the Purchasing Department incoming phone lines as well as assist visitors. The Buyer shall maintain a professional and customer service-oriented demeanor when interacting with vendors, city staff, and members of the public in the course of the performance of the Buyer’s duties. Additional projects related to the city procurements may be assigned. The Buyer also maintains records, prepares reports, and performs related work as required.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

MINIMUM REQUIREMENTS:

• Strong interpersonal and communication skills, both written and verbal, required.
• Must have good organizational skills and be able to handle multiple tasks simultaneously.
• Proven ability to work cooperatively with diverse agencies, groups, and interests. Sincere commitment to fostering an inclusive work environment.
• Attention to detail and good proofreading skills.
• Demonstrated computer literacy using Microsoft applications including Word and Excel.
• Experience in PeopleSoft financial and purchasing modules, Opengov procurement, and Smartsheets applications strongly preferred.
• Familiarity with G.L. c. 30B Request for Quotes, Invitations to Bid and Request for Proposal processes preferred.
• Experience in public sector finance and purchasing protocols and procedures highly desirable.
• Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.
• High School Diploma/GED required.
• Must be a Massachusetts Certified Public Purchasing Official (MCPPO) or be able to obtain certification within 12 months of employment.
• MCPPO status must be maintained as a condition of employment in the buyer position.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls and reach with hands and arms; lift and/or move up to 20 pounds; have sufficient clarity of speech and hearing or other communication capabilities which permits the employee to communicate effectively; have sufficient vision or other powers of observation which permits the employee to perform the essential functions of the position.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. General office environment with air conditioning and fluorescent lighting. Noise level can be high as the office is very active with many phone calls and visits from Department staff and vendors. Tools/equipment used include phone, personal computer, and printer, copy machine, scanner, fax machine, and other office technology as needed.