Buyer I

Yavapai-College; Prescott (AZ); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Yavapai College in Prescott, AZ seeks a Buyer I to support procurement and contracting, including requisitions, purchase orders, supplier records, and contract administration. The role emphasizes policy compliance, ethical standards, and responsive guidance to college departments.

You will collaborate with internal stakeholders, search for best-value contracts, document negotiations, and maintain procurement records across ERP and contract systems.

Qualifications

• Bachelor's degree or higher in business, supply chain, public administration, finance, or related field.
• Associate degree or equivalent combination of education and experience required.
• Experience in public procurement, government, community college, or higher education preferred.
• Experience with ESM Purchase, Banner ERP, M-Files, or similar systems.
• Experience reviewing contracts, purchase terms, scopes of work, and supplier documentation.
• Strong customer service, administrative, analytical, writing, research, problem-solving, and organizational skills.
• Ability to interpret and explain procurement procedures, thresholds, and documentation standards.
• Ability to manage multiple priorities independently and collaboratively in a deadline-driven environment.

Responsibilities

• Review purchase requisitions, specifications, quotes, scopes of work, funding information, approvals, and supporting documentation for completeness and policy compliance.
• Communicate with requestors, Purchasing Liaisons, Budget Managers, suppliers, and stakeholders to clarify requirements and maintain workflow.
• Create, issue, revise, and expedite purchase orders in ESM Purchase; monitor delivery and resolve issues.
• Assist with supplier sourcing by researching contracts and cooperative options for best value.
• Obtain and document competitive quotations and support formal solicitations.
• Train department liaisons in procurement system usage and procedures.
• Review contracts and supplier terms for completeness and required reviews.
• Work with departments, suppliers, and directors to finalize contracts and documents.
• Support negotiations on pricing, discounts, terms, renewals, warranties, and service levels.
• Maintain records in contract repository and related systems.

Skills

Microsoft 365 (Word, Excel, Outlook,/;

Zoom

Clear communication

Confidentiality & ethics

CPPB certification potential

Education

Bachelor's degree in business, supply chain management, public administration, finance, or related field

Associate degree or equivalent combination of education and experience

Tools

ESM Purchase

Banner ERP

M-Files

Job description

***Please note: this position is required to be onsite Monday through Friday from 8 am to 5 pm with the opportunity to potentially work remote one day per week, upon satisfactory performance and after being fully trained (approximately 6 – 12 months).***

The Buyer I supports responsible, transparent, and service-oriented procurement and contracting practices for Yavapai College. The position reviews and processes requisitions and purchase orders, assists with informal sourcing and competitive procurement activities, maintains supplier and contract records, supports contract administration, and provides responsive guidance to college departments and suppliers. The Buyer I applies established College policies, procedures, approval requirements, and ethical standards while developing the knowledge and judgment necessary for progressively more complex procurement assignments.

Key Responsibilities

• Review purchase requisitions, specifications, quotes, scopes of work, funding information, approvals, and supporting documentation for completeness, accuracy, policy compliance, and appropriate procurement methods.
• Communicate with requestors, Purchasing Liaisons, Budget Managers, suppliers, and other stakeholders to clarify requirements, resolve discrepancies, obtain missing documentation, and maintain timely workflow.
• Create, issue, revise, and expedite purchase orders in ESM Purchase; monitor delivery and performance issues and assist with order, invoice, receiving, and change-order resolution.
• Assist with supplier sourcing and selection by researching available sources, College contracts, State of Arizona contracts, cooperative contracts, and other competitively awarded options that may provide best value.
• Obtain and document competitive quotations for assigned purchases and support formal solicitations, including supplier outreach, solicitation documentation, bid or proposal receipt, evaluation support, award documentation, and maintenance of the procurement file.
• Train department liaisons with use of the procurement system, requisition preparation, required approvals, supporting documentation, and application of procurement thresholds and procedures.
• Review routine contracts, order forms, statements of work, quotes, and supplier terms for completeness and route documents for procurement, legal, risk, information technology, facilities, marketing, accessibility, security, or other required review.
• Work with the originating department, supplier, Senior Procurement Specialist, and Director to revise and finalize assigned contracts and purchasing documents consistent with college requirements and applicable law.
• Support negotiations involving pricing, discounts, delivery, payment terms, renewals, warranties, service levels, and other business terms; document negotiated savings or cost avoidance when applicable.
• Maintain assigned records in the College contract repository, including executed contracts, amendments, certificates of insurance, W-9 forms, renewal and termination dates, correspondence, approvals, and related procurement documentation.
• Monitor assigned contract milestones and provide timely notice to contract owners and procurement staff regarding renewals, expirations, insurance requirements, deliverables, and other required actions.
• Create and update supplier records, process credit applications, validate required supplier documentation, and help maintain accurate information in ESM, Banner ERP, M-Files, and related systems.
• Monitor and respond to the general Procurement & Contract Services email inbox; organize, route, track, and follow up on requests to provide timely and professional customer service.
• Assist with administration and database maintenance for the College purchase card program, including user listings, limits, card issuance, changes, and cancellations, as assigned.
• Maintain procurement records in accordance with applicable records-retention requirements and assist with responses to public records requests involving procurement and contract files.
• Maintain department schedules, agendas, logs, templates, standard forms, and other administrative records as assigned.
• Participate in training, cross-training, process improvement, system implementation, procedure updates, and professional development activities that improve service, compliance, efficiency, and continuity of operations.
• Perform other duties of a similar nature and level as assigned.

Education

Associate degree or an equivalent combination of education and experience.

Experience

A minimum of two years of related experience in procurement, purchasing, contracting, finance, business administration, or a closely related field; or an equivalent combination of education and experience.

Knowledge/Skills/Abilities

• Working knowledge of Microsoft 365 applications, including Word, Excel, Outlook, and Teams, as well as experience with Zoom audio and video conferencing.

• Ability to learn and use enterprise resource planning, e-procurement, contract repository, electronic signature, and supplier-management systems.
• Ability to review detailed documents, organize a high volume of work, meet deadlines, maintain accurate records, and exercise sound judgment within established procedures.
• Ability to communicate clearly and professionally with internal and external customers and to establish effective working relationships with college employees and suppliers.
• Ability to maintain confidentiality, avoid conflicts of interest, and apply ethical standards appropriate to public procurement.
• Ability to obtain the Certified Professional Public Buyer (CPPB) certification within a timeframe established by the College.
• Regular attendance and reliable performance of assigned duties.

Education

Bachelor's degree in business, supply chain management, public administration, finance, or related field.

Experience

• Experience in public procurement, government, community college, or higher education.

• Experience with ESM Purchase, Banner ERP, M-Files, or comparable procurement and contract management systems.
• Experience reviewing contracts, purchase terms, scopes of work, and supplier documentation.
• Experience negotiating pricing and business terms and identifying measurable cost savings or cost avoidance.

Knowledge/Skills/Abilities

• Knowledge of competitive quotations, solicitations, cooperative purchasing, sole-source documentation, supplier due diligence, insurance requirements, and contract administration.

• Strong customer service, administrative, analytical, writing, research, problem-solving, and organizational skills.
• Ability to interpret and explain procurement procedures, thresholds, approval requirements, and documentation standards.
• Ability to manage multiple priorities and work both independently and collaboratively in a deadline-driven environment.
• Public service and customer focus
• Procurement ethics and accountability
• Accuracy and attention to detail
• Written and verbal communication
• Business judgment and problem solving
• Collaboration and relationship management
• Organization, prioritization, and follow-through
• Continuous learning and process improvement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and competencies listed represent the required knowledge, skill, and ability. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee must frequently use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, and reach with hands and arms. In addition, the employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually quiet.