Definition
Under general supervision, the Buyer II independently performs moderately complex to complex purchasing responsibilities for a variety of materials, supplies, services and equipment in accordance with VTA standards and policies and all applicable legal requirements; and performs related duties as assigned.

Buyer I - $67,331.68 - $81,317.60 Annually
Buyer II - $79,796.08 - $96,601.70 Annually

Distinguishing Characteristics
Buyer I is the entry-level professional class in the purchasing job family. An incumbent in this class initially handles more straightforward contracts, product specifications, and bids under supervision. As experience is gained, the Buyer I may perform similar duties to those of a journey-level buyer but with a lesser degree of independence or full responsibility expected of a Buyer II. An incumbent is expected to provide customer-responsive, cost-effective and high-quality purchasing services for customers, consistent with applicable legal requirements.

Buyer I is distinguished from Buyer II in that Buyer II is the journey level class and incumbents in that class independently perform a wide range of purchasing activities. Buyer I is further distinguished from Buyer Assistant in that the Buyer I has a higher level of authority and dollar commitment authorizations and in that the Buyer Assistant performs office and administrative purchasing support duties and performs routine low dollar purchasing assignments.

Buyer II is the journey-level professional class in the purchasing job family. An incumbent performs moderately complex to complex duties in purchasing a variety of assigned equipment, materials, supplies and services, ranging in size up to larger dollar amounts as specified by VTA policy. An incumbent is expected to provide customer-responsive, cost-effective and high-quality purchasing services for customers, consistent with applicable legal requirements.

Buyer II is distinguished from Buyer III in that the latter class is the advanced journey level and a Buyer III typically carries out the most complex purchasing assignments, including being independently responsible for major parts purchases and contracts, as well as large one-time project bids. Buyer II is distinguished from Buyer I in that Buyer I is the entry-level class and an incumbent in the latter class requires closer on-going supervision.

Collection Bargaining Unit: SEIU

Essential Job Functions

Typical Tasks

• Receives and analyzes assigned purchase requisitions for compliance with VTA standards and to ensure information is complete and accurate and that order parameters are clear and understood;
• Approves requisitions; organizes requisitions for efficient action and response;
• Reviews, assesses and develops product and service specifications;
• Confers with departments to obtain required information and resolve questions regarding requirements; revises specifications; when necessary, defines detailed and accurate specifications;
• Assists Purchasing Supervisor on selection and interview panels for new employees;
• Develops Invitation for Bids, Request for Quotations, and Request for Proposals, ensuring that all applicable legal and contractual provisions are included to safeguard VTA's interests;
• Evaluates bids, performing price/cost analyses and assessing discounts, delivery conditions and the quality and suitability of supplies, materials and equipment;
• Determines or recommends the award of bids, selecting appropriate vendors and suppliers; issues purchase orders;
• Utilizes on-line web bidding for bid postings, addendums and award notifications;
• Analyzes purchasing history of inventory parts and determines the original equipment manufacturer;
• Determines serviceability of assigned items and assesses and determines appropriate action/s (e.g., send to vendor for repair, purchase a reconditioned part, procure new part, salvage) to ensure that VTA needs are satisfactorily met;
• Reviews current drawings and/or engineering specifications;
• Investigates, analyzes, and determines new or better sources of supply for products and services within areas of assigned responsibility;
• Administers standard fixed contracts; reviews and coordinates contract renewal functions for routine master price agreements;
• Coordinates with DBE/SBE program to determine correct contract provisions and whether or not candidate qualifies for DBE/SBE certification;
• Verifies VTA compliance with Material Safety Data Sheet regulations; identifies non-compliant products; contacts Environmental Safety and Health unit for approvals for alternate product;
• Acts as VTA liaison with vendors and suppliers; educates vendors and suppliers regarding purchasing policies and procedures;
• Interviews vendors to evaluate products and services and to obtain information for use in developing proposals;
• Investigates, assesses, and resolves product, vendor, receiving or other complaints or discrepancies; communicates and follows-up with vendors and appropriate internal departments to obtain prompt resolution;
• Reviews Materials Disposition Requests (MDR) and identifies discrepancies in quantities ordered/received, damaged goods and determines whether an exchange, credit or repair is warranted;
• Reviews error reports and resolves related pricing, quantity and freight terms discrepancies;
• Prepares and maintains detailed spreadsheets, databases, and other reports as required;
• Serves as VTA representative in interactions regarding purchasing and related matters with other VTA departments and outside agencies;
• Attends training sessions in purchasing related areas;
• Performs related duties as required.

Minimum Qualifications

Employment Standards

Buyer I - Sufficient training, education, and experience to demonstrate the ability to perform the above tasks and possession of the knowledge and abilities listed.

Development of the required knowledge, skills and abilities is typically obtained through graduation from an accredited college or university with major coursework in business administration, public administration, finance, operations management or a related field; and one year of experience in purchasing a variety of supplies, materials, services and equipment similar to those purchased by the VTA, or three (3) years experience as a Buyer Assistant with VTA. (Additional experience in purchasing substitutes for college on a year for year basis.) Note: Possession of certification in the California Association of Public Purchasing Officers (e.g. APPO or CPPO) may be substituted for up to two years of experience. Others certifications will be evaluated as to the relevance to public purchasing.

Buyer II - Sufficient training, education, and experience to demonstrate the ability to perform the above tasks and possession of the knowledge and abilities listed.

Development of the required knowledge, skills and abilities is typically obtained through graduation from an accredited college or university with major coursework in business administration, public administration, finance, operations management or a related field and three years of increasingly responsible experience in purchasing a variety of supplies, materials, services and equipment similar to those purchased by the VTA. (Additional experience in purchasing substitutes for college on a year for year basis.) Note: Possession of certification in the California Association of Public Purchasing Officers (e.g. APPO or CPPO) may be substituted for up to two years of experience. Other certifications will be evaluated as to the relevance to public purchasing.

Supplemental Information

Knowledge of:

• Principles, practices, methods and techniques of public agency purchasing, including competitive bidding procedures;
• Applicable state and federal laws and regulations governing purchasing activities;
• Principles, practices and techniques of drafting and administering standard purchase contracts and enforcing contract provisions;
• Sources and types of products, commodities and services used by a transportation authority;
• Methods of conducting products and vendor research;
• Record keeping practices and procedures related to a purchasing function;
• Principles and practices of sound business communication;
• Standard computer software (i.e. word processing, spreadsheets, etc.);
• Good customer service skills.

Ability to:

• Operate a computer and adeptly use the computerized procurement system and word processing, spreadsheet and other standard software;
• Analyze and evaluate bid proposals, purchase requisitions, specifications and other purchasing-related documents;
• Define issues, analyze information and problems, evaluate alternatives and develop sound conclusions and recommendations;
• Present proposals and recommended courses of action clearly and logically;
• Organize, set priorities and exercise sound independent judgment within areas of responsibility;
• Understand, interpret, explain and apply VTA, federal and state laws and regulations governing purchasing procedures;
• Efficiently conduct vendor and product research;
• Draft concise, comprehensive purchase specifications;
• Read and understand detailed blueprints, room layouts or schematic drawings;
• Communicate clearly and effectively, orally and in writing;
• Prepare clear, accurate and concise records;
• Use tact, discretion and diplomacy in dealing with contractors and vendors;
• Effectively negotiate price and terms on behalf of the VTA;
• Establish and maintain highly effective working relationships with VTA managers, staff, suppliers, vendors and others encountered in the course of work.