Buyer II or III

at  California State University

Job no: 541855
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Finance/Accounting, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)
Position Description

POSITION SUMMARY

Classified as: Buyer II or III (Final classification will depend on the qualifications of the successful finalist)
Full-time position available on or after November 4, 2024 for Financial Services.
The Buyer II is the journey level position in the series in which incumbents have full responsibility for a variety of diverse procurement and contracting activities. The Buyer II works independently under general supervision on assignments of moderate complexity and risk utilizing developed public procurement skills, knowledge, and experience. This journey level position involves a wide range of purchasing functions. Assignments require the ability to make decisions independently and solve problems. Work involves creative development of specifications and/or evaluation criteria for bidding, service agreements, contracts, or leases.
The Buyer III is the senior level position in the series in which incumbents work with a high degree of independence and have responsibility for preparing highly complex, customized contracts and/or coordination of a specific procurement function, including independent problem solving, risk assessment, and complex data and trend analysis. Assignments often involve complex, high-risk and costly projects and initiatives of critical importance. Incumbents possess wide breadth and depth level of knowledge and experience, works with little guidance and conducts assignments based on meeting objectives. May serve a vital role on cross-functional committees to acquire, lease, or construct a major item. The Buyer III frequently serves as a lead for lower-level procurement or clerical staff.
Incumbents are responsible for providing technical procurement and contracting services to a campus or the Chancellor’s Office. Such services may include, but are not limited to, sourcing and purchasing supplies, materials, and equipment, primarily through the use of the competitive bid process and/or developing contracts, service agreements and leases; and performing other procurement functions as required. Policies, practices, and procedures followed in the purchase of goods and services and the execution of contracts by The California State University are prescribed by California State Statutes and Codes.

MINIMUM QUALIFICATIONS

Education: Equivalent to an undergraduate degree in purchasing, accounting, marketing, general business, or other appropriate field. Additional experience which as demonstrated that the applicant has acquired and successfully applied the knowledge and abilities of the position may be substituted for the required education on a year-for-year basis.
Experience: Equivalent to two years of experience at a level equivalent to Buyer I with background in areas such as formal competitive bidding processes, development of contracts, service agreements, leases, or other written legal agreements.

PREFERRED QUALIFICATIONS

• Three years of increasingly responsible purchasing experience of which two years must have involved major aspects of the purchasing function, i.e., high-technology and building and construction, utilizing competitive bidding or contract development, and including the writing of specifications and justifications to support them.
• Comprehensive knowledge of formal competitive bid administration.
• Thorough knowledge of California State Statutes and Codes applicable to campus procurement.
• Ability to administer all aspects of bid procedures according to laws and codes.
• Ability to monitor contracts and service agreements.
• Ability to develop, interpret, and apply highly technical and varied material and equipment specifications requiring such activities as integration of performance schedules, learn and apply computer technology to the total purchasing process.
• Ability to lead or review the work of other and act promptly to resolve actual or potential problems when required.
• Ability to develop long-range plans, including recommendations for policies and procedures affected by the plans.
• Working knowledge of functions such a receiving and property accounting as they relate to the purchasing process
• Prior procurement experience in the CSU, UC, or other higher education setting.
• Experience in writing complex specifications, bid criteria, contract terms and conditions.
• Experience with all facets of competitive bidding and negotiating with suppliers.
• Experience utilizing eProcurement systems such as Jaggaer and related financial systems such as PeopleSoft.
• Experience with Microsoft Word, Outlook, Excel, PowerPoint, and other internet-based software applications and programs.
• Experience in spend analytics and strategic sourcing.
• Experience preparing and evaluating highly complex, customized contracts and agreements.
• Experience using procurement tools and cooperative agreements such as GovSpend, ProcurementIQ, PlanetBids, the Department of General Services (DGS) Fi$Cal, etc.

KNOWLEDGE, SKILLS, ABILITIES

• Thorough knowledge of principles of purchasing and procurement policies, methods and procedures, including the administration of formal competitive bid cycles according to the California State Statutes and Codes.
• General knowledge of contract development procedures and practices.
• Thorough knowledge of, or the demonstrated ability to learn quickly, a variety of CSU policies, practices, and formats for common contracts, service agreements and leases.
• Ability to develop, interpret, and apply accurate, multiple, and precise procurement specifications.
• Ability to analyze bids and administer the bidding process.
• Ability to keep financial records and demonstrate creativity in developing cost-saving buying practices.
• Ability to maintain currency regarding business trends and market changes.
• Ability to establish and maintain cooperative working relationships with vendors and with faculty, students, administrators, and members of the general public.
• Ability to read and write clearly in English and comprehend and apply California State Statutes and Codes as well as contract language.
• Ability to perform product research and make comparisons of cost data.Ability to plan and lead the work of others if required by the position.
• Ability to use a computer.

PHYSICAL REQUIREMENTS

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

Duties include but are not limited to:

• Process assigned requisitions and contract requests for commodities and services of a technical and specialized nature within compliance of all applicable laws, regulations, policies, and procedures and assist other Buyers.
• Analyze market sources, cooperative agreements, and suppliers to ensure best value.
• Develop contracts and agreements of moderate risk and complexity from inception to execution to mitigate risk and optimize value. These may include long-term and multi-department agreements.
• Apply current specifications and develop original specifications where none exist on all moderate risk/moderate complexity contract and procurement documents.
• Independently prepare and issue informal and formal requests for quotes, invitations to bid, and requests for proposals from spend data analysis, benchmarking and specification development through bid award and contract execution.
• Evaluate and research sole source justifications.
• Resolve invoicing and receiving discrepancies and supplier performance and product concerns.
• Expedite and follow up on orders.
• Record savings and benefits.
• As a Buyer III may lead or review the work of lower-level purchasing or clerical staff.
• Administration of agreements including but not limited to establishing records, tracking associated contract documents, and reviewing documents for compliance with procurement policies and applicable laws and regulations.
• Maintain required documentation and financial records in the appropriate contract management systems per record retention policies and procedures.
• Gather and analyze information, documents, and data including responding to Public Records Act requests.
• Maintain encumbrance report and assist departments with closing purchase orders and clearing financial obligations.
• Full contract life cycle responsibilities including compliance to terms, mitigation of non-compliance, renewals, extensions, amendments, terminations, and close-outs.
• Gather and maintain data and act as advocate in support of required programs such as Small Business/Disabled Veteran Business Enterprise, Buy Recycle, Accessible Technology, etc.
• Conducts complex negotiations on contractual terms including proactive conflict resolution between suppliers and end-users.
• Evaluate, interpret, and communicate policies, procedures, and risks associated with procurement activities.
• Establish and maintain professional and cooperative working relationships with suppliers, faculty, students, administrators, counsel, and members of the general public.
• Prepare and present reports, presentations, and correspondence.
• Maintain effective and timely oral and written communications.
• Participate and serve as subject matter expert on cross-functional committees.
• Maintain currency regarding applicable laws, regulations, policies, business trends, market changes, and best practices.
• Identify and assist in the implementation of process improvements.
• Provide training and guidance to campus customers and new staff members in policies, procedures and coordinate work activities of less experienced department staff.
• May be required to obtain additional training and/or certification as part of professional development, based on department and/or campus needs, to stay current with industry standards.
• The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification.