SANTA MARIA-BONITA SCHOOL DISTRICT

BUYER

BASIC FUNCTION

Under the direction of the Purchasing Supervisor, perform advanced analytical, and complex duties pertaining to the acquisition of district equipment, supplies and materials under $250,000 and assure compliance with established purchasing regulations and practices. Prepare, maintain and process financial and statistical records and reports related to the district purchasing and stores functions.

REPRESENTATIVE DUTIES

• Meet with vendors for the purpose of identifying product availability, costs and delivery lead times; E 
• Maintains purchasing electronic/paper files and records (e.g. purchase orders, vendor files/lists, bid files, contracts, certificates of insurance and asset inventory sheets); E
• Research and prepare technical specifications; E
• Prepare and conduct lower dollar Formal Bids, RFP’s and RFSQ processes in support of the acquisition of goods and services, including Public Works projects; E
• Prepare and submit advertising of bids to the newspaper; E
• Conduct pre-bid meetings; E
• Conduct responsive and responsible reviews in compliance with all Board Policies, state and federal regulations; E
• Compare and analyze quotations and recommend award; E
• Conduct public bid openings; E
• Request, review and maintain certificates of insurance; E
• Prepare and/or proof routine purchasing correspondence (e.g. letters, requisitions, notice to proceed, requests for additional information or clarification. etc); E
• Maintain district wide obsolete items listings, including the sale and disposal of obsolete items; E
• Maintain district wide copier program; E
• Coordinate annual growth furniture orders and replacement furniture; E
• Assist Purchasing Supervisor with reviewing contract documents for compliance with all Board Policies, state and federal regulations; E
• Assist Purchasing Supervisor with contract management, including preparation, execution, contract amendments and change orders; E
• Assist Purchasing Supervisor with updating procurement boilerplate documents ensuring compliance with state and federal regulations; E
• Register and update district Public Works projects with the Department of Industrial Relations; E
• All the duties and responsibilities of Purchasing Clerk, as needed; E
• Perform other related duties as assigned. E

KNOWLEDGE AND ABILITIES

Knowledge of:

Formal Bid processes including preparing of IFB’s, RFP’s and RFSQ’s;

Technical specifications review and preparation;

Public Contract Code pertaining to public procurement and contracting;

Contract general terms and conditions, execution and management;

Correct English usage, spelling, grammar, and punctuation;

Basic arithmetical concepts;

Computer skills (word processing, spreadsheet and data base management systems);

Standard office procedures, machines, and equipment.

Ability to:

Effectively and efficiently perform technical record management functions;

Perform arithmetical calculations with speed and accuracy;

Understand and follow oral and written directions;       

Establish and maintain cooperative working relationships;

Learn to operate the District's purchasing/inventory software system;

Resolve disputes involving receipts, deliveries and pricing.

MINIMUM QUALIFICATIONS

Experience:

Two years of college-level course work in accounting, business administration or related field and one year professional Buyer level experience including managing all aspects of the formal bid process.  Additional Buyer level experience may be substituted on a year-for-year basis for the required college-level course work.

WORKING CONDITIONS

Environment:

Office and warehouse environment;

Constant interruptions.

Physical Abilities:

Hearing and speaking to exchange information;

Sitting for extended periods of time;

Kneeling, crouching or bending at the waist to retrieve and store files;

Dexterity of hands and fingers to operate a computer keyboard;

Seeing to view a computer monitor.