Purchasing - Buyer I/II/III

City of Abilene•Abilene, TX

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

Knowledge of 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.
Skill to 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.
Ability to 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.
Knowledge of purchasing processes and procedures, including informal quote requirements. (Buyer II)
Public-sector procurement requirements and compliance principles. (Buyer II)
Competitive bidding support processes, including bid documentation and tabulations. (Buyer II)
Vendor onboarding and maintenance requirements. (Buyer II)
Records retention and public information requirements related to purchasing. (Buyer II)
ERP purchasing modules and workflow functions. (Buyer II)
Skill to review purchasing documentation for completeness and compliance. (Buyer II)
Assist with bid openings, bid tabulations, and bid record maintenance. (Buyer II)
Identify and resolve discrepancies in purchasing documents. (Buyer II)
Maintain accurate bid logs, vendor lists, and purchasing databases. (Buyer II)
Manage multiple purchasing tasks and priorities. (Buyer II)
Explain purchasing procedures to departments and vendors. (Buyer II)
Ability to interpret and apply purchasing policies, procedures, and applicable laws to routine transactions. (Buyer II)
Independently process purchasing documents within established authority. (Buyer II)
Identify compliance issues and escalate them appropriately. (Buyer II)
Support departmental staff with purchasing process guidance. (Buyer II)
Maintain professionalism when resolving vendor or departmental concerns. (Buyer II)
Contribute effectively as a knowledgeable team member. (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. (Buyer II)
Two (2) years of experience in purchasing processes and procedures required. (Buyer II)
Knowledge of advanced purchasing processes, procedures, and compliance requirements. (Buyer III)
Public-sector procurement laws and regulations. (Buyer III)
Competitive bidding and procurement support functions. (Buyer III)
Cooperative purchasing agreements and sourcing methods. (Buyer III)
ERP system reporting and advanced purchasing functions. (Buyer III)
Skill to perform complex purchasing support functions requiring independent judgment. (Buyer III)
Review purchasing transactions for policy and legal compliance prior to management approval. (Buyer III)
Assist in resolving complex purchasing issues involving departments and vendors. (Buyer III)
Provide technical guidance and informal training on purchasing procedures. (Buyer III)
Identify process inefficiencies and recommend improvements. (Buyer III)
Analyze purchasing data to support audits, reviews, or reporting needs. (Buyer III)
Serve as a technical resource for purchasing processes. (Buyer III)
Ability to apply advanced knowledge of purchasing laws, policies, and procedures to complex transactions. (Buyer III)
Exercise sound judgment within established purchasing authority. (Buyer III)
Anticipate issues and proactively address workflow challenges. (Buyer III)
Communicate complex purchasing requirements clearly and effectively. (Buyer III)
Work independently with minimal supervision. (Buyer III)
Three (3) years of experience in purchasing processes and procedures required. (Buyer III)

Nice To Haves

Experience in purchasing, finance, accounts payable, or a related field preferred.
Public sector procurement experience preferred. (Buyer II)
One year of professional development in public purchasing preferred. (Buyer III)
Public sector procurement experience required. (Buyer III)

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.