Under general supervision for Buyer or more immediate supervision for Assistant Buyer, performs journey-level or semi-professional level duties involving formal or complex transactions for the purchase of assigned commodities and services; interacts with vendors and district staff to accomplish purchases effectively and/or to resolve problems; and performs other duties as assigned.

Develops requests for proposals and request for bids for a wide variety of supplies, equipment, and services.

Meets with end users and vendors to determine product or service requirements and costs; researches applicable codes, laws, and other criteria; interviews vendors and arranges for product demonstrations and testing; consolidates purchases from multiple vendors, as necessary.

Prepares specifications, requests for proposals, quotations, and/or formal bid documents as required; sends requests for proposals to selected vendor list; prepares formal advertising, and conducts bid conferences and bid openings for formal bidding.

Analyzes proposals or bids, reviewing for feature and price comparisons, terms, product reliability, vendor performance, substitutions, appropriate license and bonds, etc. and recommends purchase or award of bid to supervisor; prepares reports for bid approval by Board of Education.

Assists supervisor with research for, and preparation of, the most complex construction, leasing, and professional service contracts.

Receives inquiries and complaints from sites regarding purchases in progress, availability of commodities or supplies, and/or quality of merchandise; researches issues and provides information or assists in the follow-up and resolution of problems.

Contacts vendors to obtain information, resolve problems, and negotiate prices or terms of items or services.

Represents districts in various organizations, as requested.

Maintains and oversees district assets inventory data base and serves as resource person to the sites.

Enters data and extracts information from automated purchasing and budget system; utilizes software to produce reports, spreadsheets, documents, etc.

Assists in general departmental purchasing activities and performs other duties as assigned.

A Buyer is a journey-level purchasing position characterized by difficult assignments of above average complexity requiring independent analysis and knowledge of the subject area, and researching and preparing formal and informal bid documents and specifications and handling the analysis, negotiations, and problem resolution necessary for completing such tasks. An Assistant Buyer is the entry level, with positions characterized by beginning assignments and/or very close supervision of assigned work. The Senior Buyer is the advanced level in the series responsible for overall coordination of the purchasing process for assignments that often involve the most complex and costly projects. May act on behalf of the Director in the review and interpretation of contracts. Frequently serves as a lead for lower level purchasing or clerical staff.

These are distinguished from the Director of Purchasing, who is responsible for planning, organizing, and directing the entire purchasing/warehousing/delivery function and who personally may handle the most complex purchasing or contracting transactions. A Purchasing Clerk performs specialized clerical duties relating to the purchase and control of supplies and equipment.

Knowledge of: Principles, procedures, and practices of public sector purchasing; State, federal, and other laws and codes governing purchasing; sources of supplies, commodity markets, marketing practices, and pricing methods; correct English usage, grammar, punctuation, spelling, and vocabulary; commonly used computer software programs for spreadsheets and word processing; basic storage and warehouse principles.

Ability to: Read, interpret, and understand pertinent laws, regulations, codes, and technical product information; analyze bids, proposals, and other data and to compare products and services; develop technical specifications, bids, and other specialized documents; plan and organize work, establish priorities, and meet deadlines with minimal supervision; avoid conflicts of interest and operate under appropriate ethical standards; maintain confidentiality of information; use correct English in written and oral communications; communicate technical information clearly to non-technical users; establish cooperative working relationships with district staff and vendors; elicit cooperation from others; make accurate mathematical calculations; and learn and utilize necessary computer software.

Essential Physical Activities and Work Environment: Generally, works in an office environment, although there is travel to the sites, the warehouse, and vendor offices or other locations. Needs sufficient visual acuity to read laws, codes, product literature, and computer screens all day, sufficient hearing to comprehend ordinary conversations, sufficient clarity of speech to explain concepts and regulations in ordinary conversation and for presentations and the physical ability to operate a computer. Needs sufficient mental functioning to read and interpret complex governmental regulations and technical product specifications, to analyze and evaluate product and service data, and to identify and resolve operations problems. Generally the job requires 80% sitting, 10% walking, and 10% standing.

Typical Background:

High school graduation or the equivalent, preferably supplemented by related college course work in finance or business administration.

A Buyer would have three years of increasingly responsible purchasing experience including the development of specifications and formal bids, proposals, or service contracts for a large public or private agency.   Certification from a recognized professional purchasing organization is desirable.

An Assistant Buyer would have two years of advanced clerical or technician experience in a computerized environment that includes the processing of financial information, preferably in a purchasing or accounting department.  School district or similar public sector experience is desirable.

An alternative career pathway for promotional candidates from Assistant Buyer to Buyer may consist of two years at the Assistant Buyer level.

Licenses and/or certificates: Possession of a valid California Class C driver’s license and the use of an automobile or proof of an equivalent mode of personal transportation.

Qualifications: In order to be considered qualified for a vacancy in this classification, a candidate must possess the required background and successfully demonstrate such background, knowledge, skills and abilities through an examination process.

Adopted by the Personnel Commission on November 21, 1996.
Revised August, 2002 JW. Revisions Adopted By The Personnel Commission on August 29, 2002.
Revised 07/24/2009-AT
Revised 08/04/2010 AS Revisions adopted by the Personnel Commission on August 4, 2010
Revised 03/01/2016 DB Approved by Personnel Commission on March 17, 2016
Revised October 2017 (AL). Approved by Personnel Commission on October 19, 2017
Revised 9/2019 DB Approved by Personnel Commission on October 17, 2019
Revised 10/2022 AL Approved by Personnel Commission on October 27, 2022
Revised 10/2022 DB Approved by Personnel Commission on November 17, 2022