Buyer in New Braunfels, Texas at New Braunfels Utilities

Position Summary

Under general supervision, purchases complex and routine services including for capital improvement projects, goods, materials and equipment. Responsible for the procurement of construction services, materials, and professional services that are to be conducted in accordance with applicable federal, state and local laws, ordinances, rules and regulations.

Essential Duties & Responsibilities

CONTRACT AWARDS AND ACTIVITY

- Initiates formal bid processes; solicits formal bids, requests for proposals, competitive sealed proposals, request for quotes, request for qualifications and related bid documents, manages pre-bid conferences, bid openings, evaluation meetings, negotiates contract details and price for goods and services.

- Assists departments to define procurement needs, specifications and other requirements; provides advice and consultation on procurement issues and the interpretation of state and Federal rules, regulations, policies and procedures.

- Examines, verifies and reviews purchase requests for completeness, accuracy and compliance with established policies and procedures. Assists in training end users on purchasing laws, policies and procedures and on financial computer applications related to purchasing.

- Monitors contracts for expiration/renewal/extensions for timely renewal. Initiates letters and modification to contractors.

- Expedites purchase orders; resolves problems encountered with departments and suppliers; tracks the status of purchase orders; acts as first point of contact for concerns regarding all facets of the bidding process.

- Maintains information (paper and electronic) related to the fixed assets and auction program. Coordinates the registration and title documents for Fleet, including renewals and auction items.

- Maintains and updates purchasing data and information in the financial software system; compiles information and prepares reports.

- Coordinates contracts and blanket purchase agreements with suppliers, and coordinates the approval process for purchases from designated representatives.

- Demonstrate sensitivity, tact, and empathy when dealing and negotiating with customers and vendors.

- Communicate effectively with vendors, peers, customers, and superiors so that messages are clearly understood by all entities involved.

- Explore creative and innovate ways of approaching negotiations, bid package assembling, and other assigned duties.

- Utilize current versions of computer software and hardware to create spreadsheets, databases, and other documents.

- Develop and maintain an organized filing system and order log for the department.

- Establish priorities and multi-task so that assigned duties are completed under pressures of time constraints and deadlines.

- Perform basic mathematical computations (percentages, extended costs, etc.) with accuracy and exactness.

- Performs other duties as assigned or required.

REQUISTIONS AND PURCHASE ORDERS

- Process material or service requests from warehouse and divisions

- Research vendors for correct commodity

- Negotiate pricing with vendors

- Prepare purchase order with appropriate document(s) and forward for approval process

- File purchase orders for receiving and invoicing purposes

- Verify packing slips & invoices against purchase orders; resolve any discrepancies; enter data into purchasing software and forward reconciled invoices to Accounting for payment

REQUESTS FOR QUOTES

- Receive materials or service request and create document in Excel

- Search vendor list for appropriate vendors and send quote

- Verify submitted quotes for pricing and accuracy

- Create requisition and purchase order for vendor awarded service or materials order

RECORDS MANAGEMENT

- Maintain current and organized filing system for purchase orders

- Create report on closed purchase orders for removal from files

- Adhere to Records Retention requirements for all purchasing documents including Requests for Bids and Requests for Quotes

- Maintain Record Retention log

OTHER RESPONSIBILITIES

- Assist with annual inventory count, warehouse duties, and office clerical duties as needed

- Monitor the disposal of surplus equipment and material

GENERAL RESPONSIBILITIES

- Maintain regular attendance; leave schedule should be managed so as to not interfere with ability to accomplish tasks, including special projects and assignments with deadlines

- Adhere to NBU safety guidelines and practices at all times and in all situations

- Maintain a clean and safe work area, office, field site and vehicle as applicable

- Develop & maintain effective customer service skills for communications with co-workers, customers and the public in general

- Maintain strict confidentiality of business, employee and customer information in written and oral communications and safeguard sensitive documents

- Adhere to NBU policies and procedures

- Exemplifies NBU Core Values of Integrity, Stewardship, Team and Safety

- Participate in and support initiatives to reach annual NBU Performance Measures

Formal Education and Work Experience Requirements

Degree/Diploma Obtained: High School Diploma/GED

Work Experience Time Frame: No Experience Required Field of Study: General

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Certification and Licensures Requirements

- High school diploma or GED required.

- Experience in a public procurement related field, preferably at a municipality, in order to possess knowledge related to budgeting and accounting, and federal, state, and local purchasing laws is preferred.

- Bachelor’s degree in Business Administration, Accounting, Supply Chain Management, or other related field is preferred

Other Minimum Qualifications

- Valid Texas Driver’s License

- Certification by the National Institute of Governmental Purchasing (NIGP) is preferred.