Associate Buyer

City of Melbourne, FL; Melbourne (FL); On-site; USD 38,000 - 46,000; Full time

Job summary

City of Melbourne, FL seeks an entry-level procurement professional responsible for processing quotes, preparing purchase orders, and coordinating with City departments. The role requires evaluating requisitions, developing clear specifications, and ensuring compliance with City Code and Procurement Manual.

You will work under the Procurement Division, review quotations, maintain documentation, and assist with vendor communications and reporting. Government procurement experience is preferred.

Qualifications

• Knowledge of public or municipal purchasing methods, principles, practices, operations, services and activities.
• Experience with City of Melbourne Code and Procurement Manual guidelines.

Responsibilities

• Analyze and process formal quotes for goods and services as requested by City departments and divisions.
• Coordinate requests to develop clear specifications and product needs.
• Prioritize daily, weekly, and monthly work to meet procurement goals.
• Assist in achieving Division and Department goals and objectives.
• Review requisitions for completeness and compliance with City Code and Procurement Manual.
• Process requisitions and change orders according to thresholds.
• Perform analysis of quotes received and determine responsiveness and responsibility.
• Prepare purchase orders, memos, and data analyses using Excel and Word.

Skills

Public procurement knowledge

Vendor relations

Documentation & reporting

Communication skills

Attention to detail

Deadline driven

Policy compliance

Specification writing

Education

Associate’s Degree

1 year procurement experience

High School Diploma with 3 years procurement experience

Tools

Microsoft Excel

Microsoft Word

Purchasing software

Job description

THIS IS A POSTING FOR CITY OF MELBOURNE EMPLOYEES ONLY

The incumbent performs responsible entry-level administrative work in the procurement of a variety of materials, supplies and equipment for the City. Work includes responsibility for reviewing requisitions, preparing purchase orders, soliciting requests for formal quotes and resolving problems with vendors. Work is performed within defined purchasing policies in accordance with City Code. The incumbent exercises considerable independent judgment and initiative in the review and evaluation of departmental requests, specifications, quotes, and the resolution of problems. Work is performed under the supervision of the Procurement and Manager and is reviewed to ensure conformance with established policies and procedures. Duties employ the exercise of independent judgment and are reviewed through observation, conferences, and results obtained.

• Analyze and process formal quotes for goods and services as requested by various City departments and divisions, including General-Fund items stocked in warehouse in accordance with the requirements of the City Code and Procurement Manual.
• Coordinates requests from City departments and divisions to develop clear, concise specification and product needs.
• Reviews, plans, and prioritizes daily, weekly, and monthly work assignments to meet the operational goals of the Procurement Division.
• Assists in the recommendation and implementation of Division and Department goals and objectives.
• Reviews purchase requisitions for completeness, proper expense codes, contract or purchase order term, appropriate attachments, and compliance with City Code and Procurement Manual.
• Processes purchase requisitions and change order requests according to purchasing approval thresholds.
• Performs analysis of quotes received.
• Performs detailed analyses to determine responsiveness and responsibility of quoter or offeror.
• Utilizes computer, calculator, and telephone to prepare purchase orders, memos, letters, and spreadsheets showing comparative data.
• Investigates and develops new supply sources; remains abreast of new trends and innovations in routinely purchased supplies, services, and equipment.
• Prepares and maintains spreadsheets, letters, memos and documentation utilizing Microsoft Excel and Word.
• Assists with testing and training of financial software system.
• Researches and prepares specialized reports to support formal quote process.
• Communicates effectively with the public and City staff.
• Follows up on assigned acquisitions for delivery expediting, problem solving.
• Assists with the preparation and set up of City auctions.
• Performs a variety of general clerical and accounting duties as required.
• Conducts quote openings.
• Assists with bid and proposal openings.
• Maintains contracts list and prepares all contract renewals.
• Researches and prepares specialized reports for the Senior Procurement and Contracts Manager.
• Performs other assigned duties as assigned.

Qualifications

• Associate’s Degree; One (1) year of procurement, material or service ordering or specification writing experience.
• High School Diploma with Three (3) years of procurement, material or service ordering or specification writing experience.
• Procurement experience with a governmental agency preferred.

Licenses, Certifications or Registrations

• Must possess and maintain a valid Florida driver’s license.

Skills

• Knowledge of public or municipal purchasing methods, principles, practices, operations, services and activities.
• Knowledge of City of Melbourne Code and Procurement Manual guidelines. Knowledge of volume buying and competitive bidding practices.
• Skill in in business English and mathematics.
• Knowledge of materials, supplies, and equipment commonly used in public municipal services.
• Skill in general business writing.
• Skill in modern office practices and procedures, including the use of various applications (i.e. Microsoft Word, EXCEL, financial/purchasing software).
• Skill in dealing tactfully and courteously with suppliers and fellow employees.
• Ability to work effectively with department/division heads, other governmental agencies, suppliers, and the public.
• Ability to read, understand, interpret and write specifications.
• Ability to communicate clearly, both orally and in writing.
• Ability to maintain accurate records and to prepare reports.
• Ability to work accurately and meet deadlines.
• Ability to deal with and resolve problems with vendors, staff, and City departments/divisions.
• Ability to see, read, and comprehend writing and computer printouts in English.
• Ability to learn simple and complex tasks and remember how to complete tasks without assistance once trained
• Ability to operate office equipment such as personal computer, calculator, copy machine, fax machine, scanner, and telephone.
• Ability to operate a motor vehicle in a safe and efficient manner.
• Ability to work alone without the presence, assistance, or supervision of others.
• Ability to work in busy and sometimes stressful situations where deadlines are short.
• Ability to maintain a high level of concentration despite constant interruptions.

PHYSICAL DEMANDS

The work is sedentary work and requires exerting up to 10 pounds of force occasionally and negligible amount of force constantly to move objects. Additionally, the following physical abilities are required: manual dexterity, hearing, mental acuity, repetitive motion, speaking, and talking.