Buyer II or Buyer III

Job Description:

Buyer II

1. Verifies and completes accounting information and vendor sourcing details on requisitions; monitors compliance with procurement thresholds, University purchasing policies, and applicable procurement requirements as requisitions are reviewed and converted into purchase orders.
2. Verifies availability of departmental funds for all purchase order transactions and coordinates with Budget Office and departmental staff to resolve budget-related issues prior to processing.
3. Reviews requests submitted by University personnel for the purchase of supplies, materials, equipment, and services in order to determine compliance with established procedures and applicable procurement requirements and to take appropriate action.
4. Prepares and processes procurement-related activities and documentation, including vendor outreach, quote and pricing requests, requisition and purchase order (REQ/PO) entry in departmental financial systems, standard contracts, solicitation documents, and related purchasing documents in accordance with University policies and applicable procurement requirements.
5. Provides guidance regarding Invitation for Bid (IFB) and Request for Proposal (RFP) processes; assists departments with the development of bid specifications; prepares written documents outlining descriptions of goods and services to be provided, including product performance requirements, costs, delivery dates, and related information; and coordinates bid postings, legal advertisements, bid openings, and related procurement activities as delegated by supervisor.
6. Obtains information concerning materials, supplies, equipment, and services by communicating with vendors, reviewing technical literature and product information, attending demonstrations, visiting vendor facilities as appropriate, and evaluating product availability, suitability, and compliance with procurement requirements in order to recommend appropriate purchasing actions.
7. Reviews Procurement Card (PCard) activity for compliance with University policies and procedures, including the timely and accurate entry of FOAPAL information and adequate expense descriptions.
8. Administers the online office supply ordering system and reviews purchases prior to submission to vendors to ensure compliance with University purchasing policies and procedures.
9. Assists and advises students, faculty, staff, administrators, and vendors regarding University purchasing policies, procedures, procurement requirements, and applicable Massachusetts statewide contracts in order to ensure compliance and achieve best value in purchasing activities.
10. Provides technical assistance, guidance, orientation, and on-the-job training to faculty, staff, and employees regarding procurement procedures, procurement systems, Banner requisitions, Procurement Card (PCard) activity, online office supply ordering systems, travel procedures, Massachusetts state contract resources, and related procurement functions.
11. Assists faculty, staff, students, and administrators with the interpretation and application of University travel policies and procedures, including preparation and entry of travel requisitions and related documentation.
12. Communicates verbally and through written correspondence with vendors, state agencies, University departments, and other appropriate individuals to exchange information, coordinate procurement activities, and resolve purchasing, contract, and vendor-related issues.
13. Creates and maintains vendor records and related business organization information; follows departmental procedures related to 1099 reporting status; and advises departments regarding vendor setup and procurement services in order to facilitate the procurement of required goods and services.
14. Provides information and supporting documentation to supervisor regarding vendor history, compliance matters, policy or procedure exceptions, procurement activities, and other related issues as needed.
15. Assists with the resolution of contract, vendor, and supply order issues by coordinating with vendors and University departments, fostering effective working relationships, and identifying appropriate corrective actions.
16. Coordinates the return of merchandise in conjunction with University departments and Materials Management to ensure timely resolution of ordering and delivery issues.
17. Assists with encumbrance monitoring and the closeout of encumbrances and open purchase orders following final payment and completion of purchases to ensure unexpended departmental funds are released and made available for other authorized uses.
18. Monitors and responds to inquiries received through the Procurement Department email account, ensuring timely communication and follow-up on procurement-related matters.
19. Coordinates assigned purchasing and administrative functions in order to ensure efficient operations and compliance with established standards, policies, and procedures.
20. Coordinates campus-wide records destruction activities, including vendor sourcing, scheduling, and compliance with applicable records retention and disposal requirements.
21. Prepares reports and maintains procurement-related records and documentation as required.
22. Assists other staff members with assignments as necessary.
23. Performs other related work as required.

Buyer III - In addition to Buyer II Description

1. Communicates verbally and through written correspondence with vendors, state agencies, University departments, and other appropriate individuals to exchange information, coordinate procurement activities, and resolve purchasing, contract, vendor-related, and other procurement issues and concerns.
2. Monitors assigned agency and departmental procurement activities to coordinate staff efforts and ensure compliance with established policies, standards, procedures, and organizational objectives.
3. Serves as a functional resource and day-to-day point of contact for Buyer I and Buyer II staff, providing guidance on procurement procedures, reviewing work for accuracy and compliance, and assisting the Director of Procurement with onboarding and training of new department personnel.
4. Identifies opportunities to improve procurement workflows, systems, and procedures; develops draft policy guidance, procedural documentation, and training materials for review and approval by the Director of Procurement.
5. Reviews and evaluates requests for procurement policy exceptions or non-standard purchasing arrangements, assessing compliance risk and making recommendations to the Director of Procurement regarding appropriate action.