Buyer

The City of Oxnard's Finance Department is seeking a Buyer with sound judgment and a strong attention to detail, excellent organizational skills, and a focus on customer service to be a part of the team. This position will perform duties related to the bid and procurement processes for the city. 

Under general supervision, performs a variety of technical accounting and purchasing duties in the procurement of equipment, services, supplies, or materials in accordance with the City standards and policies and all applicable legal requirements for the City, including development of specifications, solicitation and recommendations of bids and proposals; and performs related duties as assigned.

The Buyer is the lead class within the Financial Services Program which provides and oversees equipment and related purchase contracts, agreements and procurements including development of solicitations for City programs.. This position is distinguished by the responsibility for overseeing purchasing functions within Financial Services as well as contracting agreements for heavy, office, and other equipment.

WHAT YOU’LL DO:

• Maintain Master Vendor files, including creating new vendors and updating vendor information.

• Receives, reviews, and processes requisitions for equipment, materials, supplies, and services. Review purchase orders and contracts to ensure accuracy and policy adherence.

• Prepares bid documents, including calls for bids, assist with preparation of specifications for purchases requiring formal or informal bidding procedures.  

• Reviews bids, including comparison costs, evaluation of quality and suitability of services, supplies, material and equipment; evaluates vendor performance, responsiveness, ability to produce product or service and makes recommendations for purchase acquisitions.

• Check eProcurement website daily for questions that come in from open solicitations and reach out to the project manager to provide responses.

• Set up pre-bid meetings (job-walks), scheduling vendor presentations.

• Assist with the approvals (receive, examine, and approve requisitions, purchase orders & contract change orders).

• Administers cooperative purchasing agreements with other public agencies or cooperative purchasing organizations; prepares annual goods and/or services agreements.

• Coordinates the disposition of surplus equipment (vehicles), pulling titles and preparing necessary paperwork to send to auction company.

• Maintains and controls City vehicles and equipment registration and title.

• Reviews and monitors existing purchasing programs (credit cards, payphones, copiers, federal surplus property acquisitions, etc.); and assists in the implementation of new programs.

• Responds to questions and concerns from the general public regarding purchasing policies and procedures; provides information as is appropriate and resolving complaints and delivering timely information.  

• Interpret and explain City purchasing policies and procedures.  Properly interpret and make purchasing decisions in accordance with laws, rules and policies.

• Provides, performs and participates in purchasing training classes and seminars.

• Understand accounting, budgeting and accounts payable practices and procedures.

• Responds to Public Records Requests

• Ability to work independently, keep records organized, and assist with meeting deadlines.

DISTINGUISHING CHARACTERISTICS:
This classification is distinguished from the Administrative Services Coordinator/Support Supervisor in that it performs professional financial, managerial and/or operational analysis work and/or provides professional program analysis, evaluation, and administration. 

SUPERVISION EXERCISED / SUPERVISION RECEIVED:
Incumbents may serve as a lead worker, assigning work and monitoring work completion. Receives general supervision and is expected to prioritize work to meet deadlines and to keep the manager informed of issues that would impact achievement of a deadline, organizational policy or procedure or in consideration of risk management.

This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.

• Performs professional financial, managerial and/or operational analysis work and/or provides program coordination and administration of assigned area.

• Responds to inquiries from internal and external customers; conducts research, audits and/or assessments; provides information, guidance and materials in support of designated programs; troubleshoots issues and resolves problems; and provides project staff support, liaison services and/or general oversight to designated committees, external stakeholders or project teams. Monitors and ensures compliance with policy, procedures, standards and/or regulations.

• Gathers information, analyzes data, identifies requirements and trends, and presents findings; prepares, updates and maintains records, reports, presentations, marketing materials and databases; provides recommendations and implements solutions in support of assigned area.

• Provides analytical support and coordination of special projects, as assigned.

• Performs other duties of a similar nature and level as assigned.

Positions assigned to procurement may be responsible for:

• Coordinating the purchase of equipment, services, supplies or materials for the city;

• Developing specifications and solicitations;

• Evaluating and recommending action on bids and proposals;

• Receiving and processing requisitions;

• Preparing, evaluating and recommending action on bid documents;

• Administering cooperative purchasing agreements;

• Negotiating contracts;

• Assisting with preparation of specifications, proposals, evaluations and awards;

• Coordinating disposition of surplus property;

• Developing and maintaining vendor relationships;

• Ensuring compliance with policies and procedures.

The following are the minimum qualifications necessary for entry into the classification:

EDUCATION AND EXPERIENCE:

• Associate’s degree (or 60 units working towards a Bachelor’s Degree) in business administration, finance, accounting, or a related field, and four (4) years of paraprofessional-level experience comparable to an Administrative Services Coordinator/Support Supervisor or an Administrative Services Specialist, Senior with the City of Oxnard in area of assignment 
  OR 
• Bachelor’s degree in business administration, finance, accounting, or a related field, and two (2) years of paraprofessional-level experience comparable to an Administrative Services Coordinator/Support Supervisor or Administrative Services Specialist, Senior with the City of Oxnard in area of assignment. 

• Experience working in the public sector

• Experience with Tyler MUNIS

OTHER REQUIREMENTS:

• Must be able to communicate in English effectively both orally and in writing.
  

APPLICATION PROCESS: 

• Submit NEOGOV/Government Jobs online application. 

• Complete and submit responses to the supplemental questions, if required. 

• Upload resume, cover letter, proof of degree (transcript), or other requested documents. 

Your application may be rejected as incomplete if you do not include the relevant information in the online application and include the information only on the resume. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted. Cover letters and/or optional resumes are not accepted in lieu of a completed application. 

The list of qualified candidates established from this recruitment may be used to fill other full-time, part-time, and temporary assignments. There is currently one (1) full-time vacancy within the Finance Department. 

Selected candidate(s) must pass a thorough reference check and background investigation. Some positions that work with or have access to the Police Department may require a polygraph exam. Select positions may require candidates to undergo a pre-employment medical and/or psychological evaluation.

UNION MEMBERSHIP: 
Positions in this classification are represented by the Oxnard Mid Managers Association (OMMA). 

NOTE: 
For most positions, the City of Oxnard relies on office automation (Microsoft Office/Google) and web-based enabled tools. Candidates must be proficient and comfortable with computer use to perform functions associated with ongoing work.

Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all positions. 

Employees are required to participate in the City's direct deposit plan and are paid on a bi-weekly basis. 

This position requires a 12-month probationary period. Internal applicant probationary periods will be governed by the applicable MOU.

Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them.

If a candidate accepts a conditional job offer with the City of Oxnard, any and all pending applications for active recruitments with the City of Oxnard will be withdrawn and no longer considered.

This position is not governed by the overtime provisions of the federal Fair Labor Standards Act and is not eligible for overtime pay.

EQUAL OPPORTUNITY: 
The City of Oxnard is an Equal Opportunity Employer and welcomes applications from all qualified applicants. We do not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, medical condition, disability, or sexual orientation. 

REASONABLE ACCOMMODATION: 
The City of Oxnard makes reasonable accommodations for individuals/people with disabilities. If you believe you require special arrangements to participate in the testing process, you must inform the Human Resources Department in writing no later than the filing date. Applicants who request such accommodation must document their request with an explanation of the type and extent of accommodation required.

LEGAL REQUIREMENT: 
On the first day of employment, new employees must provide proof of citizenship or documentation of legal right to work in the United States in compliance with the Immigration Reform and Control Act of 1986, as amended. The City participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. For more information on E-Verify, please contact DHS. 888-897-7781 dhs.gov/e-verify. 

If you have any questions regarding this recruitment, please contact Vivian Morales at [email protected].