Buyer Ii

1 day left

Location
Fairfax, Virginia
Salary
$62,693.28 - $104,489.63 Annually
Posted
Sep 17, 2022
Closes
Sep 30, 2022
Ref
22-02630
Hours
Full Time
Job Announcement

The Department of Neighborhood and Community Services (NCS) is part of the Fairfax County Health and Human Services System and provides a wide variety of critical programs and supportive services to County residents of all ages. This position is a great opportunity to make an impact in the local community and help provide critical resources and services to County families and children. We are looking for a highly motivated individual with a passion for public service and a desire to work in a fast-paced environment. Under the direct supervision of the Finance Manager in NCS, this position will serve as the Team Lead for the department’s procurement unit overseeing purchase order activity and other procurement related tasks and processes. The position has primary responsibility for the review and approval of purchase orders initiated by the unit’s procurement specialists as well as providing training and technical assistance to program staff.

This position is part of the NCS Finance and Procurement Division and works with other finance and budget professionals on the team as well as other agency staff to ensure the smooth operation of NCS financial processes. Serves as a subject matter expert on procurement processes and ensures that all purchase order activity complies with federal, state, and County policies and procedures. Responsible for supervising a team of three procurement specialists that support the purchasing needs of various programs in NCS. Specific duties and responsibilities include, but are not limited to:
  • Reviewing inbound purchase requests from program staff for completeness and assigning to the appropriate procurement specialist.
  • Reviewing and approving purchase order documents initiated by the team’s procurement specialists. Set-up purchase orders as needed depending on the team’s workload.
  • Reviewing and processing purchase order invoices for payments and working with vendors to adjust invoices as needed to ensure compliance.
  • Monitoring and management of the Electronic Request for Supplies and Services (RSS) system to ensure proper workflow and timely routing of requests.
  • Developing and providing training to program staff on County purchasing policies and processes and use of the RSS system.
  • Overseeing and approving the department’s monthly office supply purchasing reconciliation process.
  • Managing special procurement projects according to program and grant requirements.
  • Providing technical assistance and support to procurement team and program staff including working with other County agencies such as the Department of Procurement and Material Management (DPMM) to address system errors and contract issues.
  • Monitoring the procurement team’s queue of incoming vendor invoices to ensure timely processing and payment.
  • Assisting program staff with informal solicitation processes for goods and services below the dollar threshold for formal competitive processes.
  • Ensuring departmental compliance with the County’s purchasing policies and requirements including participation in audit documentation and preparation.
  • Providing guidance to department staff on contract processes, vendor issues, and contract terms and conditions.
The successful candidate will be self-motivated team player with excellent interpersonal, oral, and written communication skills. Have strong organizational and time management skills with ability to multitask. Exhibits great attention to detail and accuracy, and able to follow and interpret policies and procedures.

Schedule: For special assignments/deadlines, alternate flex schedule or comp time may be required.

Note: The salary will not exceed the midpoint of the advertised salary range.

Illustrative Duties

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)
  • Performs purchasing actions for the acquisition of a variety of goods and services for Fairfax County Government and Fairfax County Public Schools, or for a single large agency as described above, in accordance with federal, state and county rules and regulations;
  • Assists in the training and guidance of lower-level buyers;
  • Prepares solicitations, and works with users and county technical representatives to develop specifications for recurring, complex, or unique procurement actions;
  • Researches the availability of state or county contracts that can satisfy an agency's requirement;
  • Selects appropriate bidder's list and prepares advertisements;
  • Conducts pre-bid conferences to clarify the terms, conditions and specifications of the contract;
  • Guides the Selection Advisory Committee during bid evaluation deliberations and assures that proper procedures are followed;
  • Provides guidance to the Selection Advisory Committee and actively participates in contract negotiations;
  • Recommends contract award to the team leader and prepares award documents;
  • Monitors the execution of contracts to ensure that all contract provisions are met;
  • Identifies problems and initiates corrective action when appropriate;
  • Negotiates difficult and/or major contract changes with vendors;
  • Performs contract administration functions;
  • Maintains complete documentation of all actions taken;
  • Enters and maintains contract information in the automated purchasing system;
  • Assists higher-level personnel with completion of management studies pertaining to procurement activities;
  • Assists in the development of internal procedures and regulations.


Required Knowledge Skills and Abilities

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)
  • Considerable knowledge of the principles, practices, and methods of purchasing;
  • Ability to prepare specifications and review and evaluate bids and proposals;
  • Ability to assist and guide the work of lower-level buyers;
  • Ability to use sound judgment in making independent decisions;
  • Ability to maintain effective working relationships with technical representatives from
  • other agencies and vendors;
  • Ability to collect and analyze data;
  • Ability to utilize an automated procurement processing system;
  • Ability to prepare clear and concise reports.


Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to the following:
(Click on the aforementioned link to learn how Fairfax County interprets equivalencies for “Any combination, experience, and training equivalent to”)
Graduation from an accredited four-year college or university with major course work in business administration, public administration, or a related field; plus two years of experience in technical procurement work, including considerable experience with automated procurement processing systems.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check and Child Protective Services Registry to the satisfaction of the employer. Applicants and employees within these select positions must demonstrate financial responsibility in personal finances as a condition of employment.

All newly hired employees are required to be fully vaccinated against COVID-19 (two weeks after the last required dose) as a condition of employment or obtain approval of a medical or religious exemption prior to their start date. Proof of an exemption or vaccination status will be required during the pre-employment onboarding process. New employees who obtain an exemption from the vaccine mandate for medical or sincerely held religious beliefs may be subject to a weekly testing requirement. Vaccinated employees and employees with a medical or religious exemption will complete the attestation online on their first day of employment or shortly thereafter.

PREFERRED QUALIFICATIONS:
  • Five years or more of experience using an Enterprise Resource System (ERP) or electronic financial management system such as SAP to prepare or review purchase order requests.
  • Demonstrated experience developing and providing training and technical assistance to end users.
  • Five plus years of experience preparing and reviewing procurement solicitations and interpreting contract terms and conditions.
  • Demonstrated proficiency using Microsoft Excel.
  • Experience working in government finance and procurement and familiarity with government contracting and procurement processes.
  • Experience leading and managing projects and processes.
PHYSICAL REQUIREMENTS:
Work is generally sedentary in nature. Ability to do some walking, standing, bending, and carrying items up to 25 pounds as job duties require. Ability to operate keyboard-driven equipment and communicate verbally and in writing. Sufficiently mobile to attend meetings at various locations and make presentations to county staff and community. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel Interview and includes a written exercise.

Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or military status in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 703-324-4900 for assistance. TTY 703-222-7314. EEO/AA/TTY.