Chief Buyer

City of Flint•City Hall, MI

About The Position

The Chief Buyer supervises and participates in purchasing and storing a wide variety of materials, supplies, and equipment, and handles the disposition of confiscated and/or City-owned property. The role drafts requests for proposals and bid documents, opens sealed bids, reviews and analyzes bids, prepares resolutions for Council approval, and performs other work related to the Purchasing operation. The position also includes learning and carrying out purchasing duties such as research, cost analyses, and basic contract negotiation in accordance with department standards and bid specifications. Duties are assigned according to specified procedures, with detailed instruction provided. The Chief Buyer supervises and reviews the work of a small clerical staff and assumes the responsibilities of the Deputy Purchases and Supplies Manager in that person's absence. The role coordinates bidding and procurement activities with City departments, vendors, and other relevant parties, and works in accordance with the City of Flint Purchasing and Procurement Policies and Ordinance and the standards for Purchasing and Finance outlined in the City Charter. Employment is contingent upon successful completion of applicable pre-employment screenings and verification of eligibility to work in the United States. Employees hired by the City must maintain residency within 20 miles of the nearest boundary of the City of Flint. Applicants must meet the minimum entrance requirements and submit supporting documentation; resumes are not accepted in lieu of a completed application.

Requirements

Graduation from college with a specialization in Business Administration, Construction/Project Management, Supply Chain Management, or a related field; additional full-time paid experience as a professional buyer may be substituted year-for-year for the college requirement.
At least two years of experience in municipal government, procurement, and/or supply chain management.
Knowledge of BS&A, purchase orders (PO), accounts payable (AP), general ledger (GL), procurement, and bid platforms.
Ability to understand state and federal purchasing laws and City ordinances.
Knowledge of governmental accounting practices as applied to procurement.
Knowledge of large-scale purchasing methods and procedures and rules and regulations governing commodity purchases and sources of supply.
Demonstrated computer skills and proficiency in Microsoft Word, Excel, PowerPoint, and internet research.
Ability to independently carry out routine administrative details.
Ability to maintain clerical records and prepare accurate reports and tabulations.
Ability to establish and maintain effective relationships with employees, outside agency personnel, and the general public.
Ability to perform varied duties accurately and quickly under time-sensitive deadlines.
Ability to communicate effectively, verbally and in writing, with employees, vendors, and the public.
Commitment to excellent customer service.
Ability to work outside set office hours on occasion.
Ability to maintain strict confidentiality.
Successful completion of applicable pre-employment screenings and verification of eligibility to work in the United States.
Completion of the application and submission of required supporting documentation.
Maintain residency within 20 miles of the nearest boundary of the City of Flint.

Nice To Haves

Additional full-time paid experience as a professional buyer, preferably in the public sector, may substitute year-for-year for the college requirement.

Responsibilities

Supervise and review the work of a small clerical staff.
Initiate quotations and purchase orders; assume the responsibilities of the Deputy Purchases and Supplies Manager in that person's absence.
Plan and organize formal and informal bid announcements.
Evaluate the cost and quality of products and services presented in quotes against specifications.
Examine requisitions for proper specifications and prepare invitations for bids covering materials, supplies, and equipment.
Review vendor applications and maintain vendor files for bid solicitations.
Work with City departments to ensure bid and RFP requirements are met.
Interview vendors, inspect product samples, and purchase materials, supplies, and equipment based on quality and price.
Track order status, investigate problems or errors, resolve complaints, secure adjustments, and advise City staff.
Prepare agreements and request insurance documents; track agreement status and resolve document changes and insurance requirements.
Develop and manage vendor relationships, negotiating and identifying efficient, low-cost suppliers.
Review and recommend bid specifications, prospective bidder lists, and bid-receipt and opening dates to the Purchases and Supplies Manager.
Prepare Purchasing resolutions and reconcile departmental charges related to bids.
Ensure grants and RFPs comply with state and federal requirements.
Consult appropriate department personnel to identify potential vendors for the bid process.
Evaluate electronic platforms for online bidding and procurement, such as BidNet and MiDeal.
Follow City of Flint Purchasing and Procurement Policies and Ordinance and the Purchasing and Finance standards outlined in the City Charter.
Perform other related duties as assigned.