Principal Buyer

Full Job Description

Under general supervision, supervises, organizes, reviews, evaluates, and participates in the work of assigned staff involved in procuring materials, supplies, services, and equipment; develops, reviews, and evaluates complex bids, requests for proposals, and contracts for City departments; and provides highly-responsible and complex assistance to the Procurement Manager.

Requirements

Supervises and mentors an assigned team of purchasing professionals, including assigning, planning, coordinating, and reviewing work; evaluating work performance and completing performance evaluations; maintaining work standards; assisting in new employee selection and hiring; recommending and implementing employee discipline; and providing training and assistance on tools and processes as needed. 

Recommends and assists in the implementation of division goals and objectives; participates in the development of Citywide purchasing policies and procedures; and provides highly-responsible and complex assistance to the manager.

Provides professional procurement consultation, assistance, and training to City employees at all organizational levels.

Assigns requisitions to other buyers and approves routine requisitions and purchase orders in the absence of the manager; and establishes schedules and methods for the performance of professional procurement duties including a system of metrics.

Implements policies and procedures related to procurement systems.

Evaluates operations, activities, and assigned responsibilities and recommends improvements.

Prepares various reports on operations and activities.

Implements a strategic and comprehensive procurement plan. 

Prepares Request for Proposals (RFPs), advertising, and posting requirements. 

Processes complex procurement activities in compliance with established laws, ordinances, policies, and ethical principles. 

Determines appropriate methods of procurement.

Assists end users with the development of specifications and develops terms and conditions.

Solicits competitive bids; identifies and selects suppliers and monitors supplier performance; evaluates and analyzes bids and proposals; and negotiates and develops contracts.

Manages bid distribution including plan holder lists, addenda, and other contract modifications.

Oversees and conducts bid openings, job walk-throughs, and pre-bid/proposal conferences; and meets with consultants, vendors, and end users.

Prepares detailed and complex written reports and makes recommendations to management and City Council.

Arranges vendor demonstrations and/or interviews for products or services offered to the City.

Serves as the division representative at various meetings; and may assume the duties of the Procurement Manager in his/her absence.

Supports contract negotiation and the development of contract strategy.

Performs other duties as required.

Qualifications

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Principles and practices of supervision, training, and performance evaluation

Principles and practices of safety management

Pertinent local, State and federal laws, ordinances, and rules

Grant funding requirements at the federal, State and local level as they apply to procurement

Public works bidding requirements in the State of California

Accounts payable procedures and practices

Principles and practices of customer service

Methods of developing contracts and/or service agreements, leases, or other written legal agreements

Market and economic trends and conditions that affect procurements

Industry standards and practices for delivering products and services

Contract development and administration practices

Office methods, procedures, software, and equipment

Purchasing methods and procedures, contract development, and sources of supply.

Principles and practices of bid review

City policies and procedures related to the procurement of supplies, materials, and professional and contractual services

Ability to:

Select, motivate, and train staff

Plan, coordinate, and evaluate staff work

Organize, implement, and direct procurement activities

Interpret and explain pertinent City and department policies and procedures

Prepare a variety of technical and administrative reports and correspondence

Write complex bid documents, specifications, contracts, and reports

Analyze and compare complex or detailed quotations, bids, and proposals

Identify applicable contract elements based on product/service being purchased

Negotiate contracts for the acquisition of supplies, materials, equipment, and services

Develop objectives and measures to evaluate supplier performance

Understand and comply with all legal requirements for the advertisement of bids

Prepare draft reports to Council recommending bid and contract awards

Apply good judgment and make sound purchasing decisions

Understand and comply with all federal, State and local laws, policies, procedures and regulations relevant to each purchase

Maintain records, logs, and databases

Operate a computer using word processing and business software and other office equipment

Establish, maintain, and promote positive and effective working relationships with employees, other agencies, and the public

Communicate effectively, orally and in writing

Work independently and as a team member; recognize and set priorities; and meet deadlines

Observe safety principles and work in a safe manner

REQUIREMENTS

Minimum Qualifications:

Option A:

Graduation from an accredited college or university with a bachelor's degree in purchasing, accounting, marketing, public administration, business administration, or related field; AND

Four years of increasingly responsible purchasing experience involving the preparation of bid solicitation documents, specifications, and reports for highly complex purchases, including two years of supervisory and/or lead supervisory experience.

One year of supervisory and/or lead experience and successful completion of the City of Santa Monica's Pre-Supervisory Academy may substitute for the required two years of supervisory or lead experience.

Option B:

Graduation from an accredited college or university with any bachelor's degree; AND

Five years of increasingly responsible purchasing experience involving the preparation of bid solicitation documents, specifications, and reports for highly complex purchases, including two years of supervisory and/or lead supervisory experience.

One year of supervisory and/or lead experience and successful completion of the City of Santa Monica's Pre-Supervisory Academy may substitute for the required two years of supervisory or lead experience.

Licenses and Certificates:

Possession of or the ability to obtain and maintain a valid Class C driver license or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.

Certification as a Public Purchasing Buyer (CPPB), Accredited Purchasing Practitioner (APP), Certified Professional Purchaser (CPP), or equivalent certification is desirable but not required.

Additional Information

Work is regularly performed indoors in a home or office environment, in accordance with the City’s Telework/Flexible Workplace Policy, with frequent interruptions.

Contact with the public and meeting deadlines is frequently required. Physical demands include sitting, standing, kneeling, bending, reaching, and walking.

May occasionally attend meetings after regular work hours and/or weekends.