CLASS TITLE: Buyer
DESCRIPTION OF BASIC FUNCTION AND RESPONSIBILITIES
To perform responsible technical and clerical purchasing functions for the Santa Clara County Office of Education. Employees in this classification receive limited supervision within a framework of standard policies and procedures. This job class participates in the timely and economic acquisition of a variety of supplies, services, and capital equipment as assigned. This job class requires initiative, accuracy, and attention to detail, organizational skills, and the ability to focus on multiple tasks.
TYPICAL DUTIES The following duties are examples of assignments performed by incumbents in this classification. It is not a totally comprehensive list of duties, nor is it restrictive regarding job assignments.
Reviews requisitions for the purchase of materials, supplies, and equipment, checking for proper authorization, complete descriptions, complete specifications, proper account allocation, availability of funds, and contacting appropriate department for further information as needed
Creates, prepares, and processes purchasing documents, enters or edits purchase order data in purchasing requisition system as needed
Confers with a variety of vendors regarding availability, costs, quality, quantity, and delivery of materials
Prepares, issues, and monitors progress of purchase orders, assuring accuracy, following up on overdue orders, and reconciling delivered merchandise with purchase order
Prepares, secures, and evaluates bids as assigned, tabulating and analyzing data and making award recommendations
Confers with various departments, determining needs, creating bids and quotes, expediting orders and/or advising on products available
Processes change/sub purchase orders, verifying proper authorization
Meets and communicates with vendors, reviewing catalogues for information on new merchandise and new sources of supply, clarifying pricing, and confirming delivery as needed
Responds to a variety of inquires from program managers, staff, and vendors, confirming purchase orders, resolving discrepancies, and/or providing related information
Reviews invoices and resolves discrepancies in invoices, statements, or deliveries
Assists in warehouse inventory control, reviewing inventory records, calculating new prices and updating catalogues
Assists in the development and establishment of purchasing policies and procedures, developing and maintaining related records
Prepares, develops, and maintains a variety of correspondence, forms, and documents as well as routine and specialized reports relating to assigned functions
Operates standard office equipment, microcomputer hardware, software, and purchasing ordering information systems including, printers, fax machines, copiers, and calculator as well as word processing and spreadsheet programs
Performs other duties as assigned.
Basic purchasing principles, practices, and terminology
Record keeping practices and principles
Office methods, practices, procedures and equipment
Microcomputer hardware and software including word processing and spreadsheet programs
Proper English usage including grammar, punctuation, spelling, and sentence structure
Learn sources, types, and characteristics of materials and supplies needed by the County Office of Education
Interpret and apply Education Code regulations applicable to purchasing and accounts payable
Perform arithmetic calculations accurately and rapidly
Operate standard office equipment including microcomputer, typewriter, calculator, copier, and fax machine
Use on-line financial and purchasing systems as well as word processing and spreadsheet software application programs
Understand and carry out directions independently
Communicate effectively and tactfully in both oral and written form
Establish and maintain effective work relationships with those contacted in the performance of required duties.
EDUCATION AND EXPERIENCE
Generally, any combination of education and experience that provides the required knowledge and abilities is considered qualifying. A typical method of demonstrating these qualifications would be, two years of college with major coursework in purchasing, business administration, accounting or a related field and during at least two years of increasingly responsible purchasing experience.
Personnel Commission Approval Date: 08/01/84
Revised: 06/25/85, 1/86, 04/01