Buyer I/II

Job Description:

Buyer I/II

Description

The Position:

Summary:

Job descriptions are intended to present a descriptive list of the range of duties performed by employees in this job. Specifications are NOT intended to reflect all duties performed with the job.

Under immediate (Buyer I) to general (Buyer II) supervision, performs complex and varied purchasing duties in support of the District’s procurement function including creating request for proposal (RFP), invitation for bid (IFB), and request for qualification (RFQ) documents, facilitating the bid and award process, creating purchase orders, and procuring a variety of materials, supplies, services, and equipment in accordance with District standards and policies and applicable legal requirements; administers procurement card program; assists with inventory control activities; provides a variety of information to other agencies, District staff, vendors, contractors, and the general public; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED: Receives immediate (Buyer I) to general (Buyer II) supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Buyer I: This is the entry-level classification in the Buyer class series. Initially under close supervision, incumbents learn and perform routine technical and professional procurement duties. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the II-level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Buyer II: This is the fully qualified journey-level classification in the Buyer class series. Positions at this level are distinguished from the I-level by the performance of the full range of procurement duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Positions in the Buyer I/II class series are flexibly staffed; positions at the II-level are normally filled by advancement from the I-level. Progression to the II-level is dependent on satisfactory work performance (an overall rating of “exceeds standards” or higher is required on the most recent annual performance evaluation), the incumbent meeting the minimum qualifications for the classification including any licenses and certifications, and management approval for progression to the II-level

Immediate Impact: The successful candidate will be given the following objectives upon hire:

• Within 1 Month: Understand the District policies and procedures including the Admin Code, Department of Industrial Relations requirements, and Insurance requirements. Ability to create solicitation documents and navigate PlanetBids software. Able to process standard requisitions to purchase orders. Perform inventory control duties, under direct supervision, in a back-up capacity, including operating a pallet jack, overhead crane, and forklift.
• Within 3 Months: Independently post bids, coordinate pre-bid meetings, review submissions, facilitate the evaluation process, and issue notice of intent to award utilizing Planet Bids Software. Perform inventory control duties in a back-up capacity, under minimal supervision.
• Within 6 Months: Administer the District's procurement card program and ensure adherence to District purchasing and program policies. Administer the District’s uniform contract by following the established memorandum of understanding (MOU).
• Within 9 Months: Train District staff on the requisition process, p-card policy, uniform policy. Possess the ability to work with departments to resolve issues relating to substitutions, equivalents, delivery schedules, and supplier problems.
• Within 1 Year: Independently, or with minimal supervision, handle procurement processes from start to finish. Effectively train staff on the solicitation process including scope of work and evaluation best practices.

The Ideal Candidate:

• One (1) year of experience in procurement, purchasing, inventory control, or warehousing/storekeeping in a public agency.
• Possession of a valid California Class C driver’s license, to be maintained throughout employment.
• When assigned to inventory control, ability to obtain, and maintain, a valid Forklift Operator certificate within one (1) month of assignment.
• Detail oriented with strong organizational skills and knowledge of public procurement processes including bids, evaluations, requisitions, and purchase orders
• Ability to communicate both orally and in writing, in a professional and respectful manner with internal staff at all levels of the organization as well as external customers.

Responsibilities:

The following duties are typical for this classification. Incumbents may not perform all duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Positions at the Buyer I level may perform some of these duties and responsibilities in a learning capacity.

• Works collaboratively with project teams and/or District staff to create bid documents such as request for proposal (RFP), invitation for bid (IFB), and request for qualification (RFQ) documents by gathering and reviewing information submitted, completing District templates, and processing review and approval of final documents.
• Posts bid documents in accordance with noticing requirements; facilitates bid process including coordinating pre-bid meetings and posting questions and answers documents and addendums; monitors bid expiration and closes bids.
• Reviews submissions to ensure qualifications are met and submissions meet requirements; facilitates bid evaluation process by scheduling evaluation team and reviewing evaluations.
• Completes Notice of Intent award documents and submits documents to appropriate District staff for contracting purposes.
• Receives and reviews purchase requisitions; approves, creates, and updates purchase orders in the financial system; sends copies of the purchase order to appropriate parties including the supplier/vendor, District requestor, and accounts payable.
• Administers the District’s procurement card program by gathering staff information, setting up and creating accounts, requesting cards, and reviewing all purchase records to ensure adherence to District purchasing and program policies.
• Administers the District’s uniform contract by following the established memorandum of understanding (MOU); meets with vendor representative; reviews, approves, and processes uniform orders; trains District staff on uniform policies.
• Confers with departments to resolve issues relating to substitutions, equivalents, delivery schedules, and supplier problems; follows up to ensure products are received in a correct and timely manner.
• Performs inventory control duties in a back-up capacity as assigned, including operating variety of warehouse equipment such as pallet jack forklift, overhead crane, and other material handling devices in a safe and effective manner.
• Researches and recommends for new vendors as appropriate; evaluates new vendors and arranges new vendor demonstrations for departments as requested.
• Monitors vendor status and qualifications; keeps vendor information current including insurance certificates and proof of licensing.
• Prepares and processes a variety of correspondence, forms, and other documents for review, approval, tracking, and/or recordation.
• Verifies and reviews documents, records, and reports for completeness and conformance with established regulations and procedures; applies applicable policies and procedures in determining completeness of materials submitted.
• Maintains accurate and detailed databases, spreadsheets, procurement files, and records; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with District Records Policy and retention guidelines including archiving, scanning, and destructing files.
• Researches and compiles data from various sources and generates reports according to established procedures and practices.
• Reads, understands, and ensures compliance with the District’s Safety Manual; attends safety meetings as required; reports all accidents, violations, or infractions to supervisors.
• Performs related duties as assigned

Compensation:

• Medical, dental, vision, accidental death and dismemberment insurance, a life insurance policy equal to two times the annual salary for the employee and a $1,000.00 policy for eligible dependents. Benefits become effective on the first of the month following a 30-day waiting period and the Authority contributes 90% of the cost of such insurance.
• CalPERS Retirement is provided using the 2.7 at age 55 formula for “Classic” Members. Retirement is provided using the 2% at age 62 formula for “New/PEPRA” Members.
• Three deferred compensation plans to which an employee may voluntarily contribute up to $23,500 per year. The Authority does not contribute to these plans.
• Twelve (12) paid holidays per year. Upon employment with WESA for one (1) year, employees also receive one (1) floating holiday annually.
• Employees accrue vacation at a rate of 3.08 hours per two-week pay period for the first 4 years of employment; 4.62 hours for years 5-9; 6.16 hours for years 10-14; 6.47 hours for years 15-19; and 6.78 for 20+ years of service.
• Sick leave is accrued at a rate of 3.70 hours per bi-weekly pay period for a total of 96.20 hours per year with unlimited accumulation.
• Additional benefits available include: 9/80 work schedule, Direct Deposit, Flexible Spending Accounts, Employee Assistance Program, Educational Assistance, Certification Reimbursement Program, Certification Bonus Program, Onsite Wellness Center, and two credit unions.

Our Mission: To manage our natural resources to provide reliable, cost efficient and high quality water and wastewater services for the communities we serve, while promoting conservation, environmental responsibility, educations, community interaction, ethical behavior and recognizing employees as highly valuable assets.

The Water Employee Services Authority: WESA was established as a joint powers authority between the Elsinore Valley Municipal Water District and Meeks & Daley Water Company. As a joint powers authority, WESA provides professional water and wastewater services to both agencies. WESA is committed to:

• Professionalism-Demonstrating competency while maintaining a professional demeanor and upholding a reputation for expertise, efficiency, and high quality through delivery of information, services, and products.
• Enthusiasm-Possessing a strong drive for learning, innovation, forward thinking, and the overall desire to do your job well.
• Transparency-Demonstrating high moral standards in principles, intentions and actions; conduct that encourages loyalty, integrity, and trust.
• Inclusiveness-Promoting respect and teamwork through communication and appreciation for all.
• Stewardship-Taking ownership and responsibility for assigned responsibilities, while demonstrating a proactive, positive willingness to serve.

The Application Process: If you are interested in this opportunity, submit a completed WESA employment application online at www.wesawater.com. Resumes and certifications may be included, but will not be accepted in lieu of a completed employment application. In order to be considered, applications must be received no later than 5:30pm, Friday January 24, 2025.

For questions and inquiries, please contact: Jenielle Ollerton: jollerton@evmwd.net or (951) 674-3146 ext. 8244.

Closing Date/Time: 2025-01-24

Salary:

35.61 - 51.56