Buyer II

Commonwealth of Massachusetts • Stow, MA

2d • Hybrid

About The Position

The Department of Fire Services (DFS). headquartered in Stow, Massachusetts, and campuses in Springfield and Bridgewater, provides firefighting training, public education, fire prevention, code enforcement, licensing, fire investigation, hazardous materials response and emergency response. The Department of Fire Services (DFS) is currently seeking two purchasing specialists for our Stow headquarters. As a Buyer II, the ideal candidate will procure commodities and services for various units within the Department of Fire Services.
A cover letter and resume expressing your interest in this position must be submitted as part of the application process. These documents must be specifically attached to the job posting for which you are applying.

Requirements

• Applicants must have at least (A) two years of full-time, or equivalent part-time, professional or paraprofessional experience in purchasing work, and (B) of which at least one year must have been in a professional capacity, or (C) any equivalent combination of the required experience and the substitutions below.
• An Associate's degree with a major in business administration or business management may be substituted for a maximum of one year of the required (A) experience.
• A Bachelor's or higher degree with a major in business administration or business management may be substituted for the required experience.
• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Nice To Haves

• Knowledge of the principles and practices of purchasing.
• Knowledge and methods of general report writing.
• Knowledge of clerical office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies, and business letter preparation.
• Ability to read and interpret documents, such as bids, contracts, specifications, etc.
• Ability to prepare general reports.
• Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
• Ability to use proper grammar, punctuation and spelling.
• Ability to follow written and oral instructions.
• Ability to give oral and written instructions in a precise and understandable manner.
• Ability to communicate effectively in oral and written expression.
• Ability to assemble items of information in accordance with established procedures.
• Ability to determine the proper format and procedure for assembling items of information.
• Ability to work accurately with names, numbers, codes and/or symbols.
• Ability to maintain accurate records.
• Ability to communicate effectively in oral expression.
• Ability to establish and maintain harmonious working relationships with others.
• Ability to deal tactfully with others.
• Ability to exercise discretion in handling confidential information.
• Ability to understand, apply and explain agency laws, rules, regulations, policies, procedures, standards, specifications and guidelines.
• Ability to adjust to changing situations to meet changing program or production requirements.
• Ability to work independently.
• Ability to exercise sound judgment.
• Adept in use of Microsoft Word, including mail merge and proficient in use of Excel and Microsoft Office products.

Responsibilities

• Purchases commodities and services for various units at DFS. This includes the following activities: reviews purchase requests to ensure that purchases comply with policies, procedures and regulations; ensures proper contract reference by determining if the purchases are on a statewide, departmental or General Services Administration (GSA) government contract; solicit quotes and research competitive pricing; resolves issues with staff and vendors and escalate problems to supervisor; prepares encumbrance documents for approval by entering data in the Commonwealth's e-procurement platform (COMMBUYS), the Commonwealth's statewide enterprise accounting and financial reporting application (MOSAIC) and the Microsoft Sharepoint database; places orders with vendors and ensures receipt, quality of product and invoicing of same; reviews invoices for accuracy prior to payment and submits invoices to the accounts payable unit in a timely manner ensuring payments are processed against correct encumbrance document and encumbrance line.
• Prepares written documentation, including contracts and quotes, outlining description of goods and services to be provided including product performance, costs, delivery date and related information in order to meet agency requests.
• Keeps up to date on buying policies, procedures and commodities, by researching information, reviewing technical literature, inspecting samples to determine appropriateness, contacting vendors, and attending fairs and conferences.
• Obtains information concerning materials, supplies, equipment, services and capital procurements and leases by contacting vendors and other state agencies and by reviewing technical literature and specifications.
• Facilitate meetings and provide training and technical assistance to DFS staff and other departments to provide information on state, federal, programmatic, and fiscal procurement requirements.
• Provide assistance and advice to DFS staff and vendors to ensure requests and purchases comply with policies and procedures.
• Maintain a general knowledge of the various types of procurement and contracts, including vendor lists for contracts.
• Performs related work as required, such as monitoring MOSAIC and Sharepoint for glitches in transaction processing and notifying supervisor of issues or problems, maintaining vendor files and database, providing assistance to other fiscal affairs staff as needed.
• On a periodic basis, reconcile expenditures and encumbrances and resolve any discrepancies.
• Review staff requests for contract and procurement modifications and make recommendations to supervisor.

Benefits

• When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees