Purchasing - Buyer I/II/III

City of Abilene•Abilene, TX

2d•Onsite

About The Position

Under the general direction of the Purchasing Manager and Purchasing Supervisor, the Buyer performs purchasing support functions for the Purchasing Division and City departments related to the procurement of materials, supplies, equipment, and services. This position processes and reviews purchasing documentation, maintains accurate records, and provides customer service to vendors and internal departments. The Buyer applies knowledge of established purchasing policies, procedures, and applicable laws to ensure transactions are complete and compliant. This role supports purchasing operations but does not have authority to make final procurement decisions.

Requirements

Basic purchasing principles, terminology, and practices.
Office procedures, recordkeeping, and documentation standards.
Purchasing workflows such as requisitions, purchase orders, and vendor files.
Customer service principles.
ERP or purchasing software systems at a basic user level.
Prepare and process purchasing documents accurately.
Enter and retrieve data using ERP systems and office software.
Communicate clearly and professionally with vendors and internal departments.
Organize, scan, file, and maintain purchasing records.
Follow established procedures and workflows.
Provide courteous and responsive customer service.
Work cooperatively in a team environment.
Learn and apply established purchasing policies, procedures, and guidelines.
Maintain accurate records with attention to detail.
Follow written and verbal instructions.
Meet deadlines and manage routine work assignments.
Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.
Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.
One (1) year of administrative or clerical experience required.
High school diploma or GED required.
A Texas driver’s license, the ability to obtain one within ninety (90) days of employment, or a military waiver is required.
For Buyer II: Purchasing processes and procedures, including informal quote requirements.
For Buyer II: Public-sector procurement requirements and compliance principles.
For Buyer II: Competitive bidding support processes, including bid documentation and tabulations.
For Buyer II: Vendor onboarding and maintenance requirements.
For Buyer II: Records retention and public information requirements related to purchasing.
For Buyer II: ERP purchasing modules and workflow functions.
For Buyer II: Review purchasing documentation for completeness and compliance.
For Buyer II: Assist with bid openings, bid tabulations, and bid record maintenance.
For Buyer II: Identify and resolve discrepancies in purchasing documents.
For Buyer II: Maintain accurate bid logs, vendor lists, and purchasing databases.
For Buyer II: Manage multiple purchasing tasks and priorities.
For Buyer II: Explain purchasing procedures to departments and vendors.
For Buyer II: Interpret and apply purchasing policies, procedures, and applicable laws to routine transactions.
For Buyer II: Independently process purchasing documents within established authority.
For Buyer II: Identify compliance issues and escalate them appropriately.
For Buyer II: Support departmental staff with purchasing process guidance.
For Buyer II: Maintain professionalism when resolving vendor or departmental concerns.
For Buyer II: Contribute effectively as a knowledgeable team member.
For Buyer II: Lead, manage, and perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.
For Buyer II: Two (2) years of experience in purchasing processes and procedures required.
For Buyer III: Advanced purchasing processes, procedures, and compliance requirements.
For Buyer III: Public-sector procurement laws and regulations.
For Buyer III: Competitive bidding and procurement support functions.
For Buyer III: Cooperative purchasing agreements and sourcing methods.
For Buyer III: ERP system reporting and advanced purchasing functions.
For Buyer III: Perform complex purchasing support functions requiring independent judgment.
For Buyer III: Review purchasing transactions for policy and legal compliance prior to management approval.
For Buyer III: Assist in resolving complex purchasing issues involving departments and vendors.
For Buyer III: Provide technical guidance and informal training on purchasing procedures.
For Buyer III: Identify process inefficiencies and recommend improvements.
For Buyer III: Analyze purchasing data to support audits, reviews, or reporting needs.
For Buyer III: Serve as a technical resource for purchasing processes.
For Buyer III: Apply advanced knowledge of purchasing laws, policies, and procedures to complex transactions.
For Buyer III: Exercise sound judgment within established purchasing authority.
For Buyer III: Anticipate issues and proactively address workflow challenges.
For Buyer III: Communicate complex purchasing requirements clearly and effectively.
For Buyer III: Work independently with minimal supervision.
For Buyer III: Three (3) years of experience in purchasing processes and procedures required.

Nice To Haves

Experience in purchasing, finance, accounts payable, or a related field preferred.
Public sector procurement experience preferred.
One year of professional development in public purchasing preferred.

Responsibilities

Assist with bid openings, reviewing documentation for completeness, and preparing bid tabulations.
Maintain vendor files and contact information.
Work collaboratively with departments to resolve purchasing questions, discrepancies, or workflow issues.
Monitor open purchase orders and follow up on order status, delivery issues, or necessary change orders.
Support surplus property activities and auction process with the Purchasing Manager and Purchasing Supervisor.
Support maintaining accurate purchasing records and ensuring adherence to retention requirements.
Provide customer service to vendors and internal departments regarding purchasing procedures and requirements.
Provide support for purchasing operations, including data entry, scanning, filing, and record maintenance.
Process requisitions and purchase orders for routing and ensure documentation is complete.
Assist with the preparation of bid packets, addenda, meeting notices, and related communications.
Maintain bid logs, vendor lists, mailing lists, and internal databases.
Schedule bid openings and meetings; sign-in sheets, and record bid opening results.
Respond to inquiries from vendors and internal departments regarding purchasing processes and required documents.
Assist in maintaining purchasing files for compliance with public record and retention requirements.
Assist Purchasing Manager and Purchasing Supervisor with routine clerical tasks related to procurement activities.
Operate a City vehicle or personal vehicle to visit other work locations, attend meetings, and events.
Perform other job-related duties and responsibilities as assigned.