"Buyer II, Procurement - Worcester State University"

OFFICIAL TITLE:

Buyer II, Procurement

SUPERVISION RECEIVED:

Director of Procure to Pay Services

SUPERVISION EXERCISED:

May supervise student employees and clerical staff.

General Statement of Duties:

This position is a second level position within the buyer series assisting the University's departments with the procurement of supplies, equipment and services. The position supports the purchasing function of the university and reports to the Assistant Director or other appropriate higher-level administrator. The buyer II ensures compliance of transactions with State and University policies and procedures. The incumbent will demonstrate knowledge of the principles and practices of purchasing. The Buyer II will review purchase requisitions and records for accuracy and investigate and develop sources of supplies. The incumbent will provide purchasing guidance to the departments and make appropriate recommendations. This position also requires the ability to create, read, and interpret documents such as contracts, bids, and specifications and requires the use of initiative and independent judgment in a fast-paced environment.

Responsibilities:

1. (E) Facilitates purchasing the most advantageous combination of goods/services at the most economically feasible cost for the University. Researches and identifies appropriate supplier sources for requested equipment, products, and services in compliance with established University policies and procedures.
2. (E) Reviews requests and information submitted by departments for the purchase of goods/services in order to determine appropriate purchasing strategies in compliance with established policies and procedures.
3. (E) Responsible for order creation and updates to purchasing-related systems, taking orders from initial inquiry through PO completion, including maintaining records in various software systems.
4. (E) Assists in vendor contract renewals and maintains accurate records of expiration dates and renewals in progress.
5. (E) Maintains records of vendors in order to facilitate procurement of required products. Responsible for uploading all vendor documentation, such as W-9s and other forms, in compliance with established policies and procedures.
6. (E) Confers with vendors, accounts payable, and other departments to ensure and facilitate a flow of information and problem resolution in a timely manner.
7. (E) Enter data as required in the State accounting system (MMARS).
8. (E) Assist the Assistant Director of Contracts Administration with maintaining master records for all procurement contracts, categorizing vendors to ensure threshold visibility, and monitoring expiration and renewal options for various contracts.
9. (E) Assist the Assistant Director of Contracts Administration with preparing RFI, RFQ, RFP, and Bid Documents, including posting advertisements and bid tabulations, while ensuring compliance with applicable laws.
10. (E) Works closely with colleagues to support team cross-training, assist during peak load times, and serve as a general resource for all users of these services.
11. (E) Participates in professional development activities conducted by procurement, the Commonwealth of Massachusetts, Vendors, and Associations including webinars, conferences, and meetings, which may include travel.
12. (E) Assist with ongoing Colleague and Perceptive training to the university community for Procure to Pay.
13. (E) Assist departments with troubleshooting requisitions and, purchase orders.
14. (E) Performs related duties, including preparing and analyzing reports and queries on an as-needed basis.
15. (E) Participates in any purchasing or financial system upgrades.
16. (E) Coordinates assigned purchasing functions in order to ensure efficient operations and compliance with established standards.
17. (E) Provide on the job training and orientation for new employees, of the department and monitors work study students and interns when needed.
18. (E) May assign work and review performance of Buyer I or clerical positions, exercising functional supervision.
19. Determine requisition vendor selection, including appropriate use of State (OSD) contracts and other buying groups and cooperatives such as MHEC, E&I, Omnia Partners etc. as applicable.
20. (E) Demonstrates civility and professional, customer-service oriented behavior, worthy of emulation by other staff and students.
21. (E) Responsible for contributing to Equal Opportunity/Affirmative Action objectives.
22. Performs other duties as assigned within the Buyer II classification

* Classification specifications are available at http://www.mass.edu/foradmin/humanresources/classspecshrd.asp

Job Requirements:

Required Qualifications:

• Applicants must have at least (A) two year of full-time, or equivalent part-time, professional or paraprofessional experience in purchasing work, or (B) any equivalent combination of the required experience and the substitutions below.
• Substitutions: An Associate's or higher degree with a major in business administration or business management may be substituted for the required experience.*
• A Bachelor's or higher degree with a major in business administration or business management may be substituted for a maximum of one year of the required (A) experience.*
• *Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
• Knowledge of the principles and practices of purchasing.
• Ability to understand, explain and apply the laws, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Ability to understand and apply agency procedures and guidelines governing the purchase of supplies, materials and equipment.
• Ability to gather information through questioning individuals and examining records and documents.
• Ability to read and interpret documents such as contracts, bids, specifications, etc.
• Ability to prepare general reports.
• Ability to work accurately with names, numbers, codes and/or symbols.
• Ability to use charts, graphs and tables.
• Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
• Ability to assemble items of information in accordance with established procedures. Ability to determine proper format and procedure for assembling items of information.
• Ability to communicate effectively in oral and written expression.
• Ability to maintain accurate records.
• Ability to follow oral and written instructions.
• Ability to give oral and written instructions in a precise, understandable manner.
• Ability to establish and maintain harmonious working relationship with others.
• Ability to deal tactfully with others.
• Ability to adjust to changing situations to meet changing program or production requirements.
• Ability to work independently.
• Ability to exercise sound judgement.

Preferred Qualifications:

• Knowledge of Colleague.
• Knowledge of Perceptive Content.
• Knowledge of MMARS.
• Experience with resolving vendor issues.
• Three (3) years procurement experience.
• Bachelor's Degree in Business Administration, Business Management or other related field.

Additional Information:

This is a grade 17, non-exempt, full-time (40 hours), benefited AFSCME position. The bi-weekly salary is $2,358.52 (annual salary is $61,321.52).
Worcester State University offers a competitive benefits package that includes:

• a choice of 8 different pre-taxed, health insurance plan options
• pension and supplemental plan retirement options
• life insurance up to 8x the annual salary
• long-term disability coverage
• dental insurance
• 10 vacation days accrued per year
• 15 sick days accrued per year
• 5 personal days per year
• paid holidays
• tuition remission for self, spouse, and dependent children
• and more...