Santa Clara Valley Transportation Authority

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Buyer II

at Santa Clara Valley Transportation Authority

Pay: $73387.9 to $88843.8/year
$73387.9 - $88843.8
Posted: 7/19/2020
Job Status: Full Time
Job Reference #: 2623725

Job Description

Overall Job Objective

Job Description

Definition:

Under general supervision, the Buyer II independently performs moderately complex to complex purchasing responsibilities for a variety of materials, supplies, services and equipment in accordance with VTA standards and policies and all applicable legal requirements; and performs related duties as assigned.

Distinguishing Characteristics:

Buyer II is the journey-level professional class in the purchasing job family. An incumbent performs moderately complex to complex duties in purchasing a variety of assigned equipment, materials, supplies and services, ranging in size up to larger dollar amounts as specified by VTA policy. An incumbent is expected to provide customer-responsive, cost-effective and high-quality purchasing services for customers, consistent with applicable legal requirements.
Buyer II is distinguished from Buyer III in that the latter class is the advanced journey level and a Buyer III typically carries out the most complex purchasing assignments, including being independently responsible for major parts purchases and contracts, as well as large one-time project bids. Buyer II is distinguished from Buyer I in that Buyer I is the entry-level class and an incumbent in the latter class requires closer on-going supervision.

Classification Bargaining Unit: SEIU

Essential Job Functions

  • Receives and analyzes assigned purchase requisitions for compliance with VTA standards and to ensure information is complete and accurate and that order parameters are clear and understood;
  • Approves requisitions; organizes requisitions for efficient action and response;
  • Reviews, assesses and develops product and service specifications;
  • Confers with departments to obtain required information and resolve questions regarding requirements; revises specifications; when necessary, defines detailed and accurate specifications;
  • Assists Purchasing Supervisor on selection and interview panels for new employees;
  • Develops Invitation for Bids, Request for Quotations, and Request for Proposals, ensuring that all applicable legal and contractual provisions are included to safeguard VTA's interests;
  • Evaluates bids, performing price/cost analyses and assessing discounts, delivery conditions and the quality and suitability of supplies, materials and equipment;
  • Determines or recommends the award of bids, selecting appropriate vendors and suppliers; issues purchase orders;
  • Utilizes on-line web bidding for bid postings, addendums and award notifications;
  • Analyzes purchasing history of inventory parts and determines the original equipment manufacturer;
  • Determines serviceability of assigned items and assesses and determines appropriate action/s (e.g., send to vendor for repair, purchase a reconditioned part, procure new part, salvage) to ensure that VTA needs are satisfactorily met;
  • Reviews current drawings and/or engineering specifications;
  • Investigates, analyzes, and determines new or better sources of supply for products and services within areas of assigned responsibility;
  • Administers standard fixed contracts; reviews and coordinates contract renewal functions for routine master price agreements;
  • Coordinates with DBE/SBE program to determine correct contract provisions and whether or not candidate qualifies for DBE/SBE certification;
  • Verifies VTA compliance with Material Safety Data Sheet regulations; identifies non-compliant products; contacts Environmental Safety and Health unit for approvals for alternate product;
  • Acts as VTA liaison with vendors and suppliers; educates vendors and suppliers regarding purchasing policies and procedures;
  • Interviews vendors to evaluate products and services and to obtain information for use in developing proposals;
  • Investigates, assesses, and resolves product, vendor, receiving or other complaints or discrepancies; communicates and follows-up with vendors and appropriate internal departments to obtain prompt resolution;
  • Reviews Materials Disposition Requests (MDR) and identifies discrepancies in quantities ordered/received, damaged goods and determines whether an exchange, credit or repair is warranted;
  • Reviews error reports and resolves related pricing, quantity and freight terms discrepancies;
  • Prepares and maintains detailed spreadsheets, databases, and other reports as required;
  • Serves as VTA representative in interactions regarding purchasing and related matters with other VTA departments and outside agencies;
  • Attends training sessions in purchasing related areas;
  • Performs related duties as required.

Minimum Qualifications

Employment Standards:

Sufficient training, education, and experience to demonstrate the ability to perform the above tasks and possession of the knowledge and abilities listed.

Development of the required knowledge, skills and abilities is typically obtained through graduation from an accredited college or university with major coursework in business administration, public administration, finance, operations management or a related field and three years of increasingly responsible experience in purchasing a variety of supplies, materials, services and equipment similar to those purchased by the VTA. (Additional experience in purchasing substitutes for college on a year for year basis.) Note: Possession of certification in the California Association of Public Purchasing Officers (e.g. APPO or CPPO) may be substituted for up to two years of experience. Other certifications will be evaluated as to the relevance to public purchasing.

Supplemental Information

Knowledge of:

  • Principles, practices, methods and techniques of public agency purchasing, including competitive bidding procedures;
  • Applicable state and federal laws and regulations governing purchasing activities;
  • Principles, practices and techniques of drafting and administering standard purchase contracts and enforcing contract provisions;
  • Sources and types of products, commodities and services used by a transportation authority;
  • Methods of conducting products and vendor research;
  • Record keeping practices and procedures related to a purchasing function;
  • Principles and practices of sound business communication;
  • Standard computer software (i.e. word processing, spreadsheets, etc.);
  • Good customer service skills.
Ability to:
  • Operate a computer and adeptly use the computerized procurement system and word processing, spreadsheet and other standard software;
  • Analyze and evaluate bid proposals, purchase requisitions, specifications and other purchasing-related documents;
  • Define issues, analyze information and problems, evaluate alternatives and develop sound conclusions and recommendations;
  • Present proposals and recommended courses of action clearly and logically;
  • Organize, set priorities and exercise sound independent judgment within areas of responsibility;
  • Understand, interpret, explain and apply VTA, federal and state laws and regulations governing purchasing procedures;
  • Efficiently conduct vendor and product research;
  • Draft concise, comprehensive purchase specifications;
  • Read and understand detailed blueprints, room layouts or schematic drawings;
  • Communicate clearly and effectively, orally and in writing;
  • Prepare clear, accurate and concise records;
  • Use tact, discretion and diplomacy in dealing with contractors and vendors;
  • Effectively negotiate price and terms on behalf of the VTA;
  • Establish and maintain highly effective working relationships with VTA managers, staff, suppliers, vendors and others encountered in the course of work.

General Instructions

Please read this entire job announcement before applying for the position. Print and keep a copy of this announcement so that you can refer to it. Questions not answered within this job announcement may be sent to personnel@vta.org.

To ensure consideration, completed applications must be submitted online to the Human Resources department by the stated closing time and date posted. When the stated closing date is "continuous," apply immediately; the position may close without notice.

You will receive an immediate email confirming receipt of your submitted application. If you do not receive this email, contact NEOGOV's Applicant Assistance Line at (855) 524-5627 between 8:00AM to 5:00PM (PST) Monday through Friday, excluding holidays.

Only on-line applications will be accepted for this recruitment (paper applications or resumes will not be accepted). Job Interest Notification Cards, or copies of previous, partial, or un-submitted applications, are not an acceptable substitute to a completed application.

ALL APPLICATION AND TESTING NOTIFICATIONS WILL BE SENT BY E-MAIL. Applicants should select e-mail as the preferred method of notification. Candidates must maintain an up-to-date, valid and reliable e-mail address. Candidates are also responsible for maintaining up-to-date phone numbers and addresses on their on-line account. Due to the number of applications received, candidates must check their application status through their on-line account. Contact NeoGov for assistance if needed.
 
Information on how to apply for jobs at the VTA is available on the VTA Employment website and from the NEOGOV's Applicant Assistance Line (855) 524-5627. NeoGov Applicant support is available from 8:00AM to 5:00PM (PST) Monday through Friday, excluding holidays.
 
Americans with Disabilities Act Accommodations
 
The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities.  If you wish to request an accommodation, please click here.
 
Application Processing Information

All related current and past work experience (including VTA experience) must be listed and fully described in the Work Experience section of the application ("See Resume" is not acceptable). Incomplete or improperly completed online applications may be rejected even if you are qualified for the position for which you are applying. It is your responsibility to ensure that the online application reflects the work experience and education needed to meet the requirements for the position you are applying for. Although your resume may have all your experience and education details, please make sure to complete each section of the online application to ensure that your information is accurately captured during our screening process.

Important: Proof of Education, either as a copy of a diploma or transcript, is required to verify all educational units listed on your application. Official transcripts are not necessary. Copies of diplomas, degrees, transcripts, or foreign transcript evaluations must be attached to the submitted application as a pdf.

Note: Failure to provide all of the required documents in the appropriate format (pdf ONLY), and properly labeled as shown in the example (for example: Smith_J BS Diploma), will result in the application being rejected as incomplete. No exceptions will be made.

Note: Applicants holding degrees or credentials from outside the United States who are using these qualifications exclusively to qualify for a position are required to provide a foreign transcript evaluation as a pdf and properly labeled as shown above. Failure to provide a foreign transcript evaluation will result in the application being rejected as incomplete. No exceptions will be made.

All applications are subject to review as to meeting minimum qualifications at any point in the recruitment process. Passing any step is no guarantee of continuation if it is determined that the applicant does not meet the minimum qualifications as stated in the class specification.

Candidates found to have exaggerated/falsified their qualifications, experience, training, and/or education may be disqualified at any point in the recruitment process and may be denied future employment with the VTA.

If selected for the position, candidates will be required to complete a criminal conviction disclosure form. Candidates who successfully become VTA employees, and fail to disclose any of the criminal background information as required may be subject to discipline up to and including discharge.

Eligible Lists typically remain in effect for six (6) months. However, Human Resources may abolish Eligible Lists at any time during the six (6) month period. Human Resources may extend eligible Lists for up to two (2) years. Eligible Lists may be used for more than one recruitment. If you have questions related to an Eligible List you might be on or were on, you should contact Human Resources.

If you have questions regarding your status as an applicant for this position, please call the Human Resources Department at (408) 321-5575 or email at Personnel@vta.org.

VTA is an equal employment opportunity employer. VTA does not and will not tolerate discrimination against applicants or employees on the basis of age, ancestry, color, marital status, mental or physical disability, genetic information, national origin, immigration status, political affiliation, race, religion, creed, sex, gender identity, gender expression, sexual orientation, pregnancy, medical condition, disabled veteran or veteran status, etc.