Lead Buyer - City of Bellingham

Lead Buyer Print (https://www.governmentjobs.com/careers/cobwa/jobs/newprint/4768673) Apply ? Lead Buyer Salary $43.05 Hourly Location City of Bellingham, WA Job Type Full Time Job Number 25-Lead Buyer Department Finance Opening Date 01/10/2025 Closing Date 1/27/2025 8:30 AM Pacific FLSA Non-Exempt Bargaining Unit Local 1937 + Description + Benefits + Questions Nature of Work The City of Bellingham Purchasing team (https://cob.org/services/business/purchasing) is seeking an experienced Lead Buyer to oversee the procurement of materials, services, and equipment across various departments. In this role, you'll complete complex purchasing tasks and apply your technical expertise to evaluate high-value commodities and develop performance specifications. If you're ready to make an impact and drive procurement excellence, we want you on our team! JOB SUMMARY: This position performs complex purchasing duties for a variety of materials, equipment, products and services for City departments. Serves as lead worker to the Buyer I/II and assists the Purchasing Manager in the coordination, administration and monitoring of the procurement function. Performs all duties of the class below (Buyer I/II), applying in-depth technical knowledge to a broad variety of specialized and complex purchasing assignments. Performs purchasing of a complex technical nature, researching and evaluating specialized and high-dollar value commodities subject to competitive bidding, communicating with City staff to help define purchasing/product needs, performing cost analyses and developing performance specifications. Recommends bid award and bid strategies to the Purchasing Manager. Administers specialized procurement programs and platforms. DISTINGUISHING CHARACTERISTICS: Distinguished from the Buyer II classification by its greater experience and independence in the performance of duties and its responsibility to work on more complex, higher-dollar procurements. The Lead Buyer is further distinguished from the Buyer II by its additional responsibility in providing assistance to the Purchasing Manager to coordinate, administer and monitor the work of the division. Promotion to this classification is not automatic and vacancies will be filled through a competitive selection process. This position will start at Step 1 ($43.05/hour). Employees receive step increases annually in accordance with the Guild of Pacific Northwest Employees, Local 1937 Collective Bargaining Agreement (https://cob.org/about/employment/labor-agreements-pay-schedule) and City policy. The full hourly range for this position is $43.05 - $52.77. For internal candidates, placement within the range is based on City Pay Placement Procedures. At the City of Bellingham, we offer a comprehensive benefits package that helps you thrive in both your career and personal life. Join our team and enjoy the peace of mind knowing that you and your loved ones are well cared for. Here's a closer look at the outstanding benefits that come with being part of our team. You can find more details on our employment benefits page (https://cob.org/about/employment/benefits) and labor agreements page. (https://cob.org/about/employment/labor-agreements-pay-schedule) + 10 hours of vacation leave per month, with increased accrual over time + 12 paid holidays + 1 floating holiday per year + 8 hours sick leave accrued monthly + Medical, dental, and vision insurance for employees and their families + Life insurance and long-term disability coverage + Flexible spending accounts and medical insurance opt-out program + Access to an Employee Assistance Program (EAP) + Washington State Retirement plan (DRS) for retirement security + Optional 457 deferred compensation (Retirement Savings Plan) with employer match Leave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employees to be in paid status at least 120 hours/month. Closing Date/Time: Mon. 1/27/25 8:30 AM Pacific Time ESSENTIAL FUNCTIONS: + Assists in coordinating programs and activities of the Purchasing unit. Approves purchase orders, invoices and bids. Assists departments and project managers with contract selection per established federal, state and City laws, regulations, codes, policies and procedures. Coordinates with project managers regarding scope and sequencing of projects and recommends contracting strategies. + Serves as lead worker to the Buyer I/II. Organizes, assigns and monitors work; provides training, technical guidance and feedback. Provides feedback on employee performance to the Purchasing Manager. + Develops specifications for procurement of equipment and supplies for review by departments. Recommends specifications, procurement and bidding strategies, and ensures City specifications comply with applicable laws, regulations, codes, policies and procedures. + Researches markets, studies trends, keeps current on new developments and products, and locates potential suppliers. Contacts other public and private agencies in specification research work. Prepares reports by collecting, analyzing and summarizing information and trends. + Acts as City contact to provide information, assistance and handle problems and questions for City purchasing contracts for the life of contracts. Responds to department and vendor needs, as situation requires. Prepares reports, investigates complaints and secures adjustments as necessary. + Coordinates and forms teams to conduct performance tests or demonstrations of new equipment, supplies and/or materials for acceptance. Consults with departments regarding bids received and assists with bid evaluations. + Monitors and ensures the accuracy of purchasing-related information on the City's website. Answers questions and provides training to the public on use of the website. Ensures bids posted meet legal requirements. + Develops and maintains unit manuals and procedure documents to provide accurate and timely references per established unit policies and procedures. + Reviews, monitors, processes and approves purchase requisitions and contracts submitted by other departments for completeness and compliance with the law. Contacts departments for additional documentation and information and ensures that all applicable purchasing guidelines and laws are met. Reviews and processes change orders, contract modifications and close-out documents. + Monitors and ensures the accuracy of information in the unit's software system. Monitors daily use and operation of the system to ensure transactions are processed in a timely manner. Ensures that customer reports are produced, responds to customer and staff questions, and coordinates user training as needed. + Communicates with vendors, contractors and the public to explain complex procurement rules and regulations. Responds to inquiries by City staff and the public on procurement rules, regulations, City charter, state and federal law. + Administers complex and specialized procurement programs such as the City's Job Order Contracting (JOC) Program, Indefinite Delivery/Indefinite Quantity (IDIQ) contracts, and other alternative methods or programs of procuring for the City. + Plans, prepares, schedules and delivers procurement training to City staff under the guidance of the Purchasing Manager. Develops and implements procurement informational sessions for suppliers and other outreach activities to increase supplier participation in solicitations. + Performs tasks of Buyer I/II as needed. ADDITIONAL WORK PERFORMED: + Maintains professional and technical knowledge by attending educational workshops. Reviews professional publications, establishes professional networks and participates in professional societies. + Performs other related duties as assigned within the scope of the classification. WORKING ENVIRONMENT: Work is performed primarily in an office setting with extensive time spent at a computer workstation to develop specification documents, research information and perform administrative tasks. Visits field sites to research existing and new equipment for possible purchases. Physically inspects equipment and products at all angles and viewpoints in all weather conditions and in confined and uncomfortable spaces and environments. Physical ability to perform the essential functions of the job, including: + Frequently move and transport items weighing up to 25 lbs.; + Occasionally position oneself to work in confined, uncomfortable and uneven spaces to inspect all angles of equipment including underneath and on top of equipment; + Occasional travel to other locations and job sites to inspect and/or research equipment, supplies or materials; + Frequently communicate accurate information and ideas with others. Experience and Training + Associate's degree in business administration, liberal arts, engineering or related field AND + Five (5) years of progressively responsible procurement experience with fleet, equipment, materials, supplies, public bidding and specifications writing, including two years of procurement experience in a government agency. Relevant education or training may substitute for up to two years' experience. OR + Seven (7) years' of progressively responsible procurement experience with fleet, equipment, materials, supplies, public bidding and specifications writing, including two years of procurement experience in a government agency. + Experience in the development and use of Requests for Proposal (RFP's), Requests for Qualifications (RFQ's), Requests for Information (RFI's) and complex requests for bid. + Considerable computer experience preparing spreadsheets, using database management software (MS Access) and word processing software applications. + Experience as a lead buyer, including overseeing the work of others, and/or purchasing supervisor or manager preferred. Necessary Special Requirements + Employment contingent upon passing a criminal background check (see Fair Hiring Practices below). + Verification of ability to work in the United States by date of hire. + Must obtain and maintain one of the following within 12 months of hire: + Certified Public Purchasing Buyer (CPPB), + Certified Public Purchasing Officer (CPPO), + National Institute of Government Procurement -Certified Procurement Professional (NIGP-CPP), + NIGP-Public Procurement Associate (NIGP-PPA), + Certified Professional in Supply Management (CPSM). + Failure to obtain the appropriate certification within established time limits will result in demotion to the lower class for which qualified, until such time as the required certification is achieved. + Valid Washington State driver's license at time of hire with proof of good driving record. Candidates must submit a 3-year driving record abstract prior to hire. Selection Process **You are encouraged to print a copy of this job announcement for your reference as the process moves along** Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and supplemental questions). Application materials should comprehensively document your experience and skills related to the position responsibilities and experience/training requirements. As part of the City's commitment to reducing bias in the hiring process, Human Resources redacts personally identifiable information for reviewers. Only the documents listed as required will be reviewed. Application Review Process: + Minimum Qualifications: Applicants must provide specific, detailed information so an initial determination can be made regarding your level of qualifications for this position. Applicant status will be updated on or around January 28, 2025. If six (6) or less applicants meet minimum qualifications, the Experience and Training Rating will be canceled, and all applicants that meet the minimum qualifications will be invited to the oral board interview. + Experience and Training Rating: If seven (7) or more applicants meet minimum qualifications, all applications will go through an Experience and Training Rating. Applicant status will be updated on or around February 4, 2025. + The top six (6) scoring applicants will be invited to participate in an Oral Board Interview, tentatively scheduled for the week of February 10, 2025. Candidates must achieve at least 60% passing score on the Oral Board Interview to be placed on the eligibility list. + Applicants will be notified via email of Final Scores & Ranks. The final ranking of the register will be based on total scores for the following: Experience and Training Review (40%) and Oral Board Interview (60%). If the Experience and Training Review is canceled, the Oral Board Interview will be (100%) of total score. Final candidates will be referred to the department for additional examination, assessment, or test. This recruitment process will create a Civil Service eligibility register that will be used to fill current and future vacancies as they become available. There is currently 1 full-time vacancy in Finance. This position is represented by a union. If you wish to claim Veterans' Preference Points, please complete the Veterans Scoring Criteria Declaration Form (https://cob.org/wp-content/uploads/COB-Veterans-Scoring-Criteria-Declaration-PDF.pdf) and upload it to your application with your DD214. Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently, including your spam folders for messages filtered by your email providers. Equal Opportunity: Our environment is characterized by respect for cultural backgrounds, belief systems, and ethnic diversity. The City of Bellingham is an Equal Opportunity Employer and values diversity in its work force. We do not make decisions on the basis of an individual's race, religion, creed, color, national origin, sex, marital status, age (40+), disability, retaliation, sexual orientation or gender identity, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault, and stalking, use of a trained dog guide or service animal by a person with a disability, or any other basis prohibited by local, state, or federal law. All are encouraged to apply for employment. Fair Hiring Practices + The City provides individuals who have been arrested or convicted of a criminal offense an equal and fair opportunity to obtain employment. + The City will not inquire about an applicant's criminal history until after a conditional job offer has been made. + The City will disregard the prior arrest and conviction record of an otherwise qualified individual unless the offense is directly related to the job position for which the individual has applied. + The City will notify an otherwise qualified applicant about a potentially disqualifying conviction and give the applicant an opportunity to submit information regarding the accuracy of the criminal records as well as evidence of mitigation or rehabilitation, as appropriate. There are many good reasons for working at the City of Bellingham. The work is rewarding and you have an opportunity to serve your community. Another good reason is the great benefits that the City offers its employees. See our benefits section (https://www.cob.org/employment/pages/benefits.aspx) for additional information. This position is represented by The Guild of Pacific Northwest Employees, Local 1937 bargaining unit. Specific benefit information including Holidays, Vacation Accruals, Health, Dental and Vision Plans with cost sharing and Deferred Compensation Match can be found in the Local 1937 labor agreement (https://cob.org/wp-content/uploads/1937-2022-2023-CBA.pdf) . This position is covered by the State of Washington Department of Retirement Systems PERS plan. PERS requires mandatory employee and City contributions. Please visit the DRS website (http://www.drs.wa.gov/) for more information on PERS. Civil Service Information This position is subject to the Bellingham Civil Service Commission. When a vacancy occurs, the top fifteen candidates or the top 25% of the register will be forwarded to the department for further consideration. All new Civil Service employees are subject to a one-year probationary period. A candidate may challenge the scope, content, or method of an examination or test, and a protest may be filed in writing with the Examiner within five (5) days following the date of the challenged examination. A candidate may also challenge the scoring of an examination or test, failure of the candidate on any part of an examination, or clerical error in examination results of any examination or test, and a protest may be filed in writing with the Examiner within five (5) days of notification of the challenged result. The Examiner shall consider all timely filed protests and make appropriate corrections if an error is demonstrated. Veteran's Scoring Criteria Applicants who have been honorably discharged from active military duty may be eligible to receive veteran's scoring criteria points as provided by Washington State Law (RCW 41.04.010). If you wish to claim Veterans' Preference Points, please complete the Veterans Scoring Criteria Declaration Form (https://cob.org/wp-content/uploads/COB-Veterans-Scoring-Criteria-Declaration-PDF.pdf) and upload it to your application with your DD214. 01 Thank you for your interest in this position at the City of Bellingham! To ensure a consistent review, only the City of Bellingham job application and required supplemental documents will be reviewed. Cover letters and resumes are not reviewed unless they are required as part of the process. When applying for this position, you must thoroughly complete each section of your application, and provide a thorough response to each of the supplemental questions. Please do not indicate "see resume" or copy content that is unrelated to the position being applied for from your resume when answering these questions. Have you read and understood the information listed above? + Yes + No 02 Do you have an Associate's degree in business administration, liberal arts, engineering or related field? + Yes + No 03 Do you have five (5) years of progressively responsible procurement experience with fleet, equipment, materials, supplies, public bidding and specifications writing, including two years of procurement experience in a government agency. Relevant education or training may substitute for up to two years' experience. + Yes + No 04 If you answered NO to question(s) #2 and/or #3, do you seven (7) years' of progressively responsible procurement experience with fleet, equipment, materials, supplies, public bidding and specifications writing, including two years of procurement experience in a government agency? + Yes + No 05 If you answered YES to question(s) #3 and/or #4, explain in detail how you meet this requirement. Answer must be supported by work experience and duties provided under work experience on the application. 06 Do you have experience in the development and use of Requests for Proposal (RFP's), Requests for Qualifications (RFQ's), Requests for Information (RFI's) and complex requests for bid? + Yes + No 07 Do you have considerable computer experience preparing spreadsheets, using database management software (MS Access) and word processing software applications? + Yes + No 08 Do you have experience as a lead buyer, including overseeing the work of others, and/or purchasing supervisor or manager? [Note: this is preferred, selecting no will not disqualify you] + Yes + No 09 Are you will to obtain and maintain one of the following within 12 months of hire: -Certified Public Purchasing Buyer (CPPB), -Certified Public Purchasing Officer (CPPO), -National Institute of Government Procurement -Certified Procurement Professional (NIGP-CPP), -NIGP-Public Procurement Associate (NIGP-PPA), -Certified Professional in Supply Management (CPSM). [Note: Failure to obtain the appropriate certification within established time limits will result in demotion to the lower class for which qualified, until such time as the required certification is achieved.] + Yes + No 10 Do you have or are you willing to obtain a Washington State drivers license and provide a 3-year driving history prior to hire if required by the position? + Yes + No 11 Detail your experience with request for proposals (RFPs) and public works construction bid process, and particularly your experience in a public entity setting. Please share the full scope of your responsibilities and involvement. 12 Describe your experience with E-procurement software (such as Procureware, OpenGov, Bonfire) and enterprise resource planning (ERP) software (such as Finance Enterprise, Oracle) and your experience using it in the procurement process. 13 If you are requesting Veteran's Preference points, a completed Veterans Scoring Criteria Status Declaration is required along with a copy of your DD214. The required form is in the Selections Process section of the Job Posting. Check "YES" here if you are attaching a Veteran's Declaration form and DD214. + Yes + No Required Question Agency City of Bellingham Address 104 West Magnolia Street Bellingham, Washington, 98225 Phone 360-778-8228 Website http://www.cob.org/employment Apply Please verify your email address Verify Email