Assistant Buyer presso City of Merced, CA

About the Department

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under general supervision, the Assistant Buyer reviews purchase orders, requisitions, bids, specifications, and invoices for accuracy and appropriateness. This role supports the procurement of supplies, materials, equipment, and services to facilitate City operations. Responsibilities include monitoring contracts for compliance, maintaining purchasing records and reports, responding to inquiries. Additional duties may be assigned as needed.

DISTINGUISHING CHARACTERISTICS

Under general supervision, the Assistant Buyer reviews purchase orders, requisitions, bids, specifications, and invoices for accuracy and appropriateness. This role supports the procurement of supplies, materials, equipment, and services to facilitate City operations. Responsibilities include monitoring contracts for compliance, maintaining purchasing records and reports, responding to inquiries. Additional duties may be assigned as needed.

REPORTS TO

Assigned supervisory staff and/or designee

CLASSIFICATIONS SUPERVISED

This is not a supervisory classification.

Position Duties

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

1. Receive and process purchase requisitions; verify accuracy, budget codes and specifications, and department approvals; issue purchase orders in accordance with City procurement policies.
2. Research and identify vendors for materials, supplies, and services; assist departments with preparing specifications and procurement documents; solicit price quotes and evaluate vendor terms, availability, and delivery schedules.
3. Support the Purchasing Supervisor in soliciting and evaluating bids and proposals; negotiate with vendors; communicate with vendors about their products and compliance with City requirements such as licenses and certifications.
4. Procure variety of maintenance, repair, operating materials, equipment, supplies and various services.
5. Partner with the Purchasing Supervisor to support departments throughout the purchasing and contracting process; monitor contract terms and compliance, address non-compliance issues, and assist with cost projections for budgeting.
6. Issue and manage blanket purchase orders and contracts; evaluate historical usage, negotiate pricing and terms, and complete required documentation for inventory procurement.
7. Project future pricing trends on frequently purchased items and services for budget forecasting.
8. Assist Storekeepers in verifying deliveries; resolve pricing, delivery, and quality discrepancies.
9. Support Storekeeper with purchase orders and inventory; maintain communication about stock levels, delivery timelines, substitutions, and vendor issues.
10. Respond to department inquiries related to purchasing, inventory, and invoicing; work with departments to identify and introduce new inventory items that may better meet their needs.
11. Provide assistance regarding the use of city-wide procurement software and related systems.
12. Maintain vendor records and gather pricing and specifications from established suppliers.
13. Interpret and apply City purchasing policies and procedures and stay informed on relevant laws, regulations, and best practices in procurement.
14. Attend trade shows, conferences, and workshops as required.
15. Assist the Purchasing Supervisor with drafting purchasing forms and procedures; support efforts to improve procurement efficiency and methodology.
16. Prepare and manage formal requests for quotes, qualifications, information, proposals, and bids. 

Draft City Council reports recommending contract awards. 

1. Maintain various purchasing files, reports, and correspondence to support communication and transparency in procurement activities.
2. Compile regular and special reports; collaborate with Storekeepers to conduct inventory counts and prepare requisitions as needed.
3. Conduct price, quality, and value comparisons in evaluating bids; assist in sourcing special-order items as requested.
4. Maintain electronic inventory records; update data related to outside fuel purchases, car washes, and compressed gases.
5. Run and analyze reports on warehouse operations; manage related logs and manuals.
6. Coordinate City surplus auctions; organize and number items, facilitate sales and pickups, complete documentation, and maintain disposal records.
7. Support the maintenance of the City's fixed asset inventory; assign identification tags, track item movement, and assist in surplus and disposal activities.
8. Foster and maintain positive relationships with coworkers, City staff, and the public, demonstrating excellent customer service.

Minimum Qualifications

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Fundamental procurement methods and principles in public agencies

Local, state, and federal purchasing laws

Common government-used supplies, equipment, and materials

Modern office systems and business software

Bookkeeping, financial, and inventory recordkeeping practices

Ability to:

Conduct technical procurement in a government setting

Learn applicable City policies and purchasing laws

Assist departments in preparing product/service specifications

Analyze pricing and evaluate goods and alternatives

Perform accurate calculations and data analysis

Operate standard office and warehouse equipment

Interpret and explain policies clearly

Communicate effectively, both in writing and orally

Build positive relationships with City staff and vendors

Support warehouse and inventory functions

Maintain inventory systems and generate reports

Operate vehicles and other assigned equipment

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

Education/Training:

Equivalent to the completion of the twelfth grade supplemented by college level course work in business administration, public administration, purchasing, materials management or a related field.

Accreditation 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.

Experience:

Two years of increasingly responsible purchasing, receipt, storage, inventory and issuance of tools, supplies, equipment and materials experience related to area of assignment including some administrative experience.

License or Certificate:

Possession of an appropriate California Driver License.

Possession of or ability to obtain a professional purchasing certification within 36 months of appointment.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.

Environment: Work is performed in an office and warehouse environment; work in varying temperatures and adverse weather and humidity conditions; exposure to noise, grease, smoke, fumes, gases, and potentially hazardous chemicals; work at heights on scaffolding and ladders; work and/or walk on various types of surfaces including slippery or uneven surfaces; works near moving mechanical parts; and regular contact with staff, delivery personnel, vendors and surplus auction bidders.

Physical: Primary functions require sufficient physical ability and mobility to work in a warehouse environment; frequently stand, sit and walk for extended periods; frequently stoop, bend, crouch, kneel, crawl, reach, twist, grasp, and make repetitive hand movement; pick up or move objects; climb ladders and scaffolding; perform heavy physical labor for sustained periods of time; lift 50 pounds, or carry objects weighing up to 50 pounds without assistance and heavier objects with assistance; normal manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; operate assigned equipment and vehicles; verbal communication; and use office equipment including computers, telephones, calculators, copiers, and FAX.