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Buyer - Purchasing Office

Employer
Gwinnett County Public Schools
Location
Suwanee, GA, US
Salary
Competitive

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Position Type:
Office Professionals/ Buyer

Date Posted:
7/11/2019

Location:
Instructional Support Center

Job Code: Buyer - 030024 Standard Hours: 40 Department: Purchasing Office - 252574 Empl Class: NA Minimum Salary: $32,610.00/Annually

Maximum Salary: $55,303.00/Annually

Scheduled Days: 246

Target Openings: 1

   License and Certification Qualifications: National Institute of Governmental Purchasing (NIGP), Certified Public Procurement Officer or Buyer (CPPO, CPPB), or Institute of Supply Management (Certified Professional in Supply Management (CPSM or CPM) certification preferred.

Education Qualifications: High school diploma or equivalent required. Bachelor's degree in related field preferred.

Experience Qualifications: Three years of progressive purchasing and administrative office or equivalent acceptable experience required.

Skills Qualifications: Excellent skills in oral and written communication; working knowledge of modern office practices and procedures; ability to be customer service oriented to internal and external customers; ability to use an automated computer system designed to purchase and track school district acquisitions; ability to make mathematical calculations with speed and accuracy; ability to prepare accurate reports; ability to exercise independent judgment; ability to complete computer data entry in a timely and accurate manner; and strong computer skills with a working knowledge of Microsoft Office applications.

Primary Responsibilities: Responsible for purchase orders and end user created requisitions by creating and processing bids and Requests For Proposals, plans, contracts, and the procurement of goods and services to properly equip new and existing schools and offices as well as manage customer and supplier product and service issues related to price, quality, quantity, requestor expectations, and delivery.

1. Oversee contract and bid administration for the Department of Purchasing and Property Management.
a. Maintain files of contracts/bids issued, including both hard and electronic copies.
b. Maintain database of contracts/bids and expiration dates.
c. Prepare and issue contracts/bids as well as contract/bid openings and recordings of responses into the database.
d. Scan and index contract/bid responses for electronic storage.
e. Respond to vendor inquiries regarding contracts/bids.
f. Prepare summary of contracts/bids awards for submission to the appropriate level of approval.
g. Forward contract/bid results to internal department customers for review.
h. Prepare correspondence informing vendors of contract/bid awards via formal letter and update website as needed.

2. Conduct purchase order processing and maintenance.
a. Operate the procurement enterprise system software to facilitate and manage tasks related to processing purchase orders.
b. Assist with the approval and expedition of purchase requisitions.
c. Obtain appropriate approvals, based on purchasing policy, prior to issuance of purchase orders.
d. Run various processes to produce purchase orders from requisitions and issue and distribute purchase orders.
e. Amend purchase orders as requested, by either the vendor or requester, due to price or quantity changes, substitutions, and cancellations.
f. Request approval to amend purchase orders from appropriate personnel as required by the purchasing policy and notify program budget managers of amended purchase orders that will impact budgets.
g. Coordinate handling of delivery discrepancies or damaged items with the vendor, requester, and the Financial Reporting and Accounting Department.
h. Close purchase requisitions and purchase orders within enterprise system.
i. Research and follow-up on purchase orders not received by established due date.
j. Enter non-PeopleSoft purchase orders generated by non-integrated systems into the Enterprise Resource Planning (ERP) system.
k. Assist other departments with pricing and product issues related to invoicing.
l. Assist vendors with any purchase order-related problems including price changes, substitutions, and delivery locations.
m. Maintain activity log on various purchasing activities for Key Performance Indicator (KPI) data and issue phone quote identification numbers.

3. Assist with vendor communication and purchasing database maintenance.
a. Obtain tax identification information as required by local, state, and federal agencies.
b. Verify vendor selection for bidding and bid awards in compliance with the purchasing policy.
c. Ensure vendors complete the vendor application and W-9 form before conducting business with the district.
d. Provide copies of completed W-9 forms to the appropriate department.
e. Provide vendors with the Georgia Sales Tax Exemption Certificate when required.

4. Participate in the capital projects acquisition process for the Department of Purchasing and Property Management.
a. Process and evaluate bids or quotes related to the procurement of the Basic Equipment List (BEL) items for new capital projects, growth, and replacement.
b. Meet with vendors and internal personnel including other locations as needed to review samples and determine product quality.
c. Collaborate with Facility and Operations staff, local school staff, and Planning staff to determine needs related to new capital projects, growth, and replacement.
d. Evaluate all specifications related to BEL items and adjust as necessary based on changing system needs and requirements.
e. Review and approve requests from local schools and administrative staff for furniture and equipment.
f. Confirm lead times for all purchases related to capital projects, growth, and replacement.
g. Assist with coordinating, delivery, setup, and placement of furniture and equipment in new schools as well as additions, classrooms, and other offices for assigned projects.

5. Provide procurement customer support through fielding questions from schools and departments pertaining to procedures and processes utilized in the procurement of goods and services.
a. Provide cross-functional support to other Specialists and Buyers within the department.

6. Perform other duties as assigned.

Physical Demands:
While performing the duties of this job, the employee is frequently required to sit for extended periods of time. The employee is also required to talk, hear, stand, and walk. The employee may be required to use hands to finger, handle, feel, and/or reach. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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