Senior Buyer

Definition

Under supervision from the Purchasing Supervisor and limited from the Purchasing Manager, performs senior level purchasing tasks in the day-to-day operation of the SRPMIC Finance

Department's Purchasing Division. Acts in Buyer "Lead" capacity by providing mentorship & training to Buyer staff, responding to day-to-day questions and provides direction to staff and customer departments in all procurement related matters. Performs lead level work related to supplier selection and complex procurement activities. This job class is treated as FLSA exempt.

Essential Functions: Essential functions may vary among positions and may include the following tasks, knowledge, abilities, skills and other characteristics. The list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification.

Distin g uishing Features: The Senior Buyer is distinguished from the Buyer in that it exercises and is expected to model leadership; engages in forward Supply Chain processes; possesses a greater degree of independent judgment and self-initiative to address/resolve issues; performs the more difficult and responsible duties assigned by Management.

Examples of Tasks

1. Training/Mentoring: Assists the Purchasing Supervisor and the Purchasing Manager with training and mentoring of Purchasing division staff as well as customer departments.

• Assists in mentoring of Purchasing division staff so they attain the technical and customer service skills along with experience necessary to perform independently and attain further career progression goals.
  
• Develops training plans to standardize skills and conducts initial and ongoing training to other Purchasing division staff.
  
• Assigns and monitors workflow and provides direction to Purchasing staff in absence of Purchasing Supervisor and the Purchasing Manager.
  
• Provides direction to the other Buyers, responding to their questions regarding application and interpretation of policies and procedures.
  
• Helps assess Purchasing division staff proficiency level and skills regarding purchasing duties.
  
• Helps train Purchasing division staff regarding standardized, professional purchasing practices and procedures.
  
• Helps coordinate Purchasing division staff professional development. Works with
  
• Purchasing Supervisor and Purchasing Manager to develop an overall training plan for Purchasing division staff to upgrade skills as necessary/applicable.
  
• Develops procurement training material and delivers in various forms (one on one, group) to customer department staff, with emphasis on process and compliance.
  

2. Purchasing. Performs and facilitates SRPMIC procurement activities and compliance therewith Understands and supports Community's preference in procurement program.

• Ensures timely, proper response to customer department requests for products/services, order questions or problems relating to deliveries.
  
• Oversees the accurate, timely preparation of purchase orders in the PeopleSoft system. Creates, runs and analyzes the result of system queries in order to ensure day to day operations are running efficiently and effectively.
  
• Oversees the preparation of Bid Packages and Addendums including supplier selection, assigning bid numbers for tracking purposes, Instructions to Bidders, Non-Collusive Certification, insurance requirements, Business License requirements, example contracts, Bid Forms, bid review, supplier selection recommendations, etc.
  
• Obtains quotes in accordance with Community policy and/or federal requirements.
  
• Uses a variety of acquisitions methods as appropriate and applicable, including, purchase orders, blanket purchase agreements, sole source requirements, annual or multi-year contracts, and other methods in accordance with Community and federal policies.
  
• Develops potential supplier contacts, product sourcing, solicitation and processing of sealed bids, and quotations.
  
• Prepares appropriate Requests for Proposals (RFP's) and Request for Quotes (RFQ's) including specifications, terms and conditions for inclusion in purchase orders.
  
• Develops and maintains an internal pre-negotiation process for internal management buyoff.
  
• Conducts negotiations with suppliers and monitors performance delays, cost or no- cost charges and termination of orders for reason of default.
  
• Ensures compliance with SRPMIC and/or other regulations, policies, procedures and procurement guidelines.
  
• Assumes "overflow" tasks from other Purchasing division staff as necessary or directed. Acts as lead Buyer for Departments with larger spends.
  
• Coordinates buying duties for assigned departments.
  

3. Customer Service: Evaluates and improves the Purchasing division's customer service effectiveness

• Supports resolution of administrative and clerical issues.
  
• Develops and implements best business practices in the area of procurement, ensuring compliance with federal and tribal regulations.
  
• Works to continuously improve operational policies, practices, procedures, methodologies as well as overall administrative and clerical services.
  

3. Compliance: Ensures compliance with Procurement, P-Card and other procurement-related policies.

• Reviews system transactions for compliance with policy and ensures recordation and notification of any violations thereof.
  
• Ensures quality control of all division work product and tracks, collects and monitors staff statistics for performance review purposes.
  
• Proactively ensures departments comply with requisitioning requirements and to the extent possible, ensure budget failures and insufficient funds on open PO's do not occur.
  
• Puts together gap closing plans based on compliance findings. Executes gap closing plans per schedule.
  

4. Supplier Relations: Selects Supplier, evaluates Supplier performance and utilizes various sources to fill orders as directed.

• Assists Purchasing Supervisor, Purchasing Manager, and Finance Director in review and approval of new and changes to existing Supplier records in PeopleSoft.
  
• Maintains up-to-date filing system on pricing and suppliers to ensure immediate and accurate access to information.
  
• Develops new sources for acquisition of materials, equipment and services.
  
• Solicits suppliers who offer either government pricing, approved cooperative agreement pricing or non-government suppliers who offer best price, delivery and quality.
  
• Maintains appropriate relationship with existing suppliers and assists suppliers with establishing creditor relationship.
  
• Negotiates best pricing for best quality products.
  
• Plays a backup role in the help desk support of Community's Vendor Portal users, advising as to registration and use.
  

5. Record Keeping: Maintains accurate, organized electronic files.

• Prepares reports as required, completes special projects such as commodity purchases, projects requiring complex analysis, contract development, interpretation and negotiation.
  
• Reconciles invoice discrepancies and delivery discrepancies between Finance Department Accounts Payable Division, receiving Departments and Warehouse.
  

6. Administration: Processes requests, seminars, equipment, furniture, construction, electrical supplies, plumbing supplies, automated data processing hardware, software copy machines, office supplies, maintenance agreements and other customary goods, services and related materials.

• Initiates contracts with suppliers for services.
  
• Works with SRPMIC Office of General Counsel regarding contractual matters and in applying the Community's Contract Review and Approval System (CRAS).
  
• Provides programs with technical assistance for writing specifications and terms and conditions for contracts and purchase orders as requested.
  
• Ensures contracts are most effective in terms of cost benefit and quality. Acts as "Change Agent" for PeopleSoft FSCM software.
  

7. Miscellaneous: Performs other job related duties as assigned by the Purchasing Supervisor, Purchasing Manager, or Finance Director.

Knowled g e, Skills, Abilities and Other Characteristics:

• Knowledge of the culture, customs, traditions, and history of the Salt River Pima-Maricopa Indian Community.
  
• Knowledge of PeopleSoft FSCM software.
  
• Knowledge of operating and purchasing needs of the various departments of the Community.
  
• Knowledge of established purchasing requirements, guidelines and generally acceptable purchasing practices and procedures.
  
• Knowledge of market conditions, sources of supply, procurement laws and regulations. Knowledge of governmental and private sector budgetary policies and procedures, accounting principles and practices.
  
• Knowledge of various purchasing acquisition methods. Knowledge of maintenance agreements and contracts.
  
• Knowledge of standard and more complicated contracts and purchase orders. Knowledge of mentoring and training processes and practices.
  
• Knowledge of work order and purchase order systems.
  
  
• Skill understanding and applying complex rules, regulations and guidelines.
  
• Skill using work tools, such as catalogs, Thomas Registers, Internet and various trade publications.
  
• Skill reviewing and modifying contract terms in order to protect the interests of the organization.
  
• Skill using personal computer and related software, including but not limited to Access Database.
  
  
• Ability to make independent judgment regarding the quality of commodities based upon factors other than price.
  
• Ability to establish and maintain supplier relationships.
  
• Ability to handle multiple priorities and projects. Ability to effectively negotiate.
  
• Ability to manage staff workflow.
  
• Ability to conduct subject matter market research. Ability to organize, schedule and expedite orders.
  
• Ability to communicate effectively verbally and in writing.
  
• Ability to prepare and present written and verbal reports and presentations,
  
• Ability to maintain accurate up-to-date records using computerized data base.
  

Minimum Qualifications

• Education and Experience: A Bachelor's degree from an accredited college or university in Supply Chain, Business Administration, or closely related area AND 7 years full-time experience as a Buyer in Purchasing or closely related field. Lead level or supervisory experience as well as hands-on experience in PeopleSoft FSCM is highly desirable.
  
• Equivalency: Any equivalent combination of education and/or experience that would allow the candidate to satisfactorily perform the duties of this position, will be considered.
  
• Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19,Underfill.
  

Special Requirements

• May be required to work beyond normal work hours on occasion, including some nights and weekends.
• Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. Employees are subject to random drug and alcohol testing.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified Community Member, then a qualified Native American and then other qualified candidate.

In order to obtain consideration for Community member/Native American

preference, applicant must submit a copy of Tribal Enrollment card or CIB which indicates enrollment in a Federally Recognized Native American Tribe by one of the following

methods:

1) attach to application 2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date. The IHS/BIA Form-4432 is not acce p ted . Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.