Job Abstract

• Buyer I preferred hiring range is $45,510.00 - $54,801.32 Annually.
• Buyer II preferred hiring range is $55,751.71 - $67,133.97 Annually.

• For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visit https://www.charlottesville.gov/1047/Employee-Benefits.
• The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS and there are certain provisions that must be met. For questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462.

Buyer I: This position performs procurements of non-complexity and provides professional and technical support work for the Procurement Division. Work involves some degree of individual responsibility and the exercise of sound judgement related to the procurement of a wide variety of goods and non-professional services, does related work as required. Work is accomplished in accordance with federal, state, and local laws such as the Virginia Public Procurement Act, City Code, grants, and other applicable laws. For Charlottesville Area Transit, conducts procurements in accordance with the Federal Transit Administration requirements and other applicable laws. Work is performed under the general supervision of the Buyer III and/or Division Manager.

Buyer II: Performs procurements that range in complexity and provides professional and technical support for the Procurement Division. Work involves a considerable degree of individual responsibility and the exercise of independent judgment related to the procurement of a wide variety of goods, non-professional and professional services and construction; and does related work as required. Work is accomplished in accordance with federal, state and local law such as the Virginia Public Procurement Act, City Code, grants, and other applicable law. For Charlottesville Area Transit, conduct procurements in accordance with the Federal Transit Administration requirements and other applicable law. Work is performed under the general supervision of the Buyer III and/or the Division Manager.

Buyer I:

• Completes procurement processes for non-complex goods and non-professional services using varying methods of procurement such as small purchase procedures, competitive sealed bidding, competitive negotiation, sole source, emergency and cooperative procurements.
• Handles the renewal process of City contracts including the updating of required documents such as pricing and insurance certificates. Tracks contract renewals, contract modifications, and/or contract expirations and coordinates with other buyers to ensure uninterrupted contract terms for required goods and services.
• Develops term contract files to include entering contract data into the City's SAP computer system, i.e. material masters for contract items and associated contract prices.
• Assists with the assignment of contract’s process when a business is sold, merges, restructures, etc.
• Manages vendor registrations utilizing the City's vendor registration software. Maintains the City's automated vendor database. Assists vendors with the self-service registration process. Coordinates with existing vendors who have not updated their registration in SAP, both by vendor request and by actively evaluating vendor updates and contacting vendors to prompt their updates.
• Reviews purchases requested by decentralized buyers/end users under the City's small purchase procedures and approves or denies contracts (purchase orders) as appropriate based on applicable procurement laws, ordinances, policies and regulations.
• Provides customer service to include assisting internal and external customers with various requests for assistance or information as needed, including Freedom of Information Act requests.
• Utilizes procurement resources to assist in making sound procurement decisions.
• Assists City personnel in planning and scheduling purchases as well as SAP document clean-up.
• Assists with training for City departments on SAP purchasing functionality such as creating requisitions, purchase orders, contract purchases, receiving and the payment process. Provides assistance to decentralized buyers/end users as needed with the various SAP purchasing and inventory transactions.
• May independently manage special projects as assigned within the division and performs related tasks as required.
• Acts as back-up to the Administrative Assistant.

Buyer II:

• Completes procurement processes using varying methods of procurement such as small purchase procedures, competitive sealed bidding, competitive negotiation, sole source, emergency and cooperative procurements.
• Drafts formal contracts when required per the City's Internal Contracts Management Policy.
• Evaluates the need for citywide and department specific term contracts based on analysis and assessment of purchase history and projection of future needs.
• Handles the renewal process of City contracts including the updating of required documents such as pricing and insurance certificates. Tracks contract renewals, contract modifications, and/or contract expirations and coordinates with other buyers to ensure uninterrupted contract terms for required goods and services.
• Handles contractual disputes, claims and terminations with the assistance of supervisor/manager or City Attorney's office as needed.
• Handles the assignment of contract's process when a business is sold, merges, restructures, etc.
• Develops and manages term contract files to include entering contract data into the City's SAP computer system, i.e. material masters for contract items and associated contract prices.
• Handles vendor registrations utilizing the City's vendor registration software.
• Facilitates decentralized procurement program, and reviews purchases requested by decentralized buyers/end users under the City's small purchase procedures and approves or denies contracts (purchase orders) as appropriate based on applicable procurement laws, ordinances, policies and regulations.
• Assists decentralized buyers/end users with the planning and scheduling of purchases, including the development of specifications and/or scope of work, and assist decentralized buyers/end users with Contract Administration procedures.
• Provides customer service to include assisting internal and external customers with various requests for assistance or information as needed, including Freedom of Information Act requests.
• Utilizes procurement resources to assist in making sound procurement decisions.
• Independently manages special projects as assigned within the division and performs related tasks as required.
• Represents the City at various trade shows and outreach events and provides training to vendors on how to do business with the City.
• Conducts training for City departments on SAP purchasing functionality such as creating requisitions, purchase orders, contract purchases, receiving and the payment process. Provides assistance to decentralized buyers/end users as needed with the various SAP purchasing and inventory transactions.
• Acts a back-up to Buyer III.

Buyer I Qualifications:

• Education: Any combination of education and experience equivalent to graduation from high school supplemented by college level course work in purchasing, marketing, or business management, or related field.
• Experience: Some experience in the procurement of a variety of goods and services for a large organization. Experience with an ERP system preferred, specifically with purchasing and inventory modules. SAP related experience a plus.
• Must be certified as a Virginia Contracting Officer, Certified Professional Public Buyer, Certified Professional Procurement Officer or other professional procurement certification within 2 years of employment start date.
• Skills: Thorough knowledge of standard office practices, procedures, and equipment; excellent written and verbal skills; strong organizational skills; strong computer skills including experience with Microsoft Office and automated systems; general knowledge of common business methods, marketing and purchasing practices; knowledge of federal, Virginia laws and the City Code as they relate to public purchasing; general knowledge of automated purchasing and inventory systems; experience in a multi-functional fast paced environment; ability to interpret policy; ability to set priorities and perform tasks with little supervision; and the ability to establish effective working relationships with other departments, other officials, vendors, and the general public; ability to work independently, but seek guidance from others when needed; ability to adjust routine procedures to accommodate challenges or improve processes, ability to adjust to typical work stressors (deadlines, disagreeable contacts, etc.); ability to interpret and deal with an extensive variety of variables.

Buyer II Qualifications:

• Education: Any combination of education and experience equivalent to graduation from an accredited college or university with an Associate's Degree in Business Administration, Public Administration, Purchasing, Procurement/Acquisitions, Contracts Management or related field.
• Experience: Minimum of two years of experience related to professional procurement and/or purchasing, preferably in local government. Experience with an ERP system preferred, specifically with purchasing and inventory modules. SAP related experience a plus.
• Must be certified as a Virginia Contracting Officer, Certified Professional Public Buyer, Certified Professional Procurement Officer or other professional procurement certification within 2 years of employment start date.
• Skills: Thorough knowledge of standard office practices, procedures, and equipment; excellent written and verbal skills; strong organizational skills; strong computer skills including experience with Microsoft Office and automated systems; general knowledge of common business methods, marketing and purchasing practices; knowledge of federal, Virginia laws and the City Code as they relate to public purchasing; general knowledge of automated purchasing and inventory systems; knowledge of contract and procurement law and methods of procurement; contract negotiation; experience in a multi-functional fast paced environment; ability to interpret policy; ability to set priorities and perform tasks with little supervision; and the ability to establish effective working relationships with other departments, other officials, vendors, and the general public; ability to work independently, but seek guidance from others when needed; ability to adjust routine procedures to accommodate challenges or improve processes, ability to adjust to typical work stressors (deadlines, disagreeable contacts, etc.); ability to interpret and deal with an extensive variety of variables.

Physical requirements for this position as outlined by the Department of Labor: SEDENTARY WORK: Ability to lift up to 10 lbs. occasionally and/or negligible amount of weight frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

The majority of time spent in this position involves inside work. The noise level in the work environment is usually quiet to moderate.