Buyer I/Buyer II/Senior Buyer

Department:
Finance

FLSA Status:
Exempt

Hiring Salary:

Buyer I: $60,237 - $72,280

Buyer II: $62,637 - $75,164

Senior Buyer: $65,142 - $78,170

Welcome, ‘ist das Leben schön!’ (Life is good!) At the City of New Braunfels, we seek out people ready to serve the community, plan for the future, and preserve our well-renowned natural beauty. Our five Core Values serve as a cornerstone of our work: Integrity, Service, Visionary Leadership, Stewardship of Resources, and Cultural Heritage. Do our values speak to you?

What we’re looking for: A motivated and collaborative individual to join the Finance Department.  You will continue to successfully serve the current and future needs of the New Braunfels community. Under general supervision of the Purchasing Manager, provides support in the procurement of materials, services and equipment for City departments and operations; establishes routine and complex contracts and purchase agreements with vendors; and performs a variety of technical tasks related to assigned area of responsibility. Senior Buyer provides advanced-level support in a non-supervisory leadership position within the Purchasing Division.

Benefits & Total Rewards:

Our City team members are our most valuable asset! We offer Total Rewards when you join our team.

- Competitive medical, dental and vision insurance
- 2:1 match on retirement contribution
- Paid volunteer time off – 16 hours per year
- Vacation accrual starts at date of hire – up to 120 hours annually your first year
- Get paid to stay – longevity pay on top of your regular pay after one full year
- Tuition reimbursement program
- Bilingual pay offered
- Keep learning – professional and personal development training available

The responsibilities you’ll be trusted with:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

Buyer I primary responsibilities:

- Work with City departments to determine appropriate procurement methods, including cooperative purchasing opportunities, for a diverse variety of goods and services. Provide information and guidance as needed to address procurement questions, identify potential purchasing/contract issues, and the interpretation of state and Federal rules, regulations, policies and procedures.
- Provide guidance and support to vendors, City staff, City management, the mayor and City Council regarding city, state, and Federal rules, regulations, policies and procedures.
- Develop and provide training to individuals and/or groups as needed for topics such as purchasing laws, policies and procedures, and applications related to procurement.
- Review and approve purchase requests/orders to ensure accuracy and compliance with all established policies and procedures e.g. HUB-vendor outreach. Resolve issues with vendors as needed.
- Manage the solicitation process to ensure timely procurement in accordance with City purchasing policies and all other applicable federal, state and local laws, policies and procedures. Purchasing is primary point-of-contact to all parties during solicitation process.
- Solicitation process includes, but is not limited to, the following: establish solicitation schedules, conduct public pre-bid/proposal conferences, analyze responses to determine conformance to the solicitation requirements, assess respondents based on factors such as financial stability and previous contract performance, facilitate evaluation meetings, perform negotiations, coordinate recommendations with departments and City Council, and facilitate debrief discussions with respondents.
- Contract support includes, but is not limited to, the following: document preparation, negotiation, coordination; the review and oversight of agreements and contract amendments; and monitoring and managing contract renewals. City Attorney’s Office provides assistance and guidance as needed.
- Provide guidance and coordination between departments and vendors to ensure compliance with contract specifications e.g. identification of potential performance issues. Communicate required remedial action to vendors if needed.
- Prepare and issue informal and formal, written and electronic, correspondence such as award letters, contract renewal notifications, notices for corrective action, and communications to city management and the mayor and City Council.
- Maintain and update purchasing data and information in the financial software system; compile information and prepare reports.
- Initiate and review reports and makes recommendations for contracting opportunities; examine budget estimates as they pertain to contract award expenditures.
- Administer City’s purchasing card program e.g. request new cards and support existing cardholders.
- Manage City’s rolling fleet fixed assets e.g. coordinate registration and title process for new vehicles.
- Coordinate online auction of City assets and manage transfer of ownership from City.
- Assist in the implementation of purchasing goals and objectives.
- Perform other duties as assigned or required e.g. end of Fiscal Year support, cooperative contract reporting, financial audit support, provision of information for Open Records Requests.

Buyer II primary responsibilities

In addition to the responsibilities of a Buyer I:

- Independently manage complex solicitations and procurement projects involving high-value purchases, specialized services, multi-department requirements, and long-term contractual agreements.
- Serve as the lead purchasing representative for assigned departments, providing advanced guidance on procurement planning, sourcing strategies, contract administration, and regulatory compliance.
- Develop solicitation documents including Invitations for Bid (IFB), Requests for Proposal (RFP), Requests for Qualifications (RFQ), and cooperative purchasing evaluations with limited supervision.
- Conduct market research, cost analyses, and supplier evaluations to identify sourcing opportunities, improve competition, and achieve best value for the organization.
- Lead pre-bid conferences, evaluation committee meetings, negotiations, and contract discussions with vendors to ensure quality outcomes and compliance with applicable laws and policies.
- Draft, review, negotiate, and administer complex contracts and amendments while coordinating with legal, risk management, and department representatives as needed.
- Monitor contract performance, identify areas of non-compliance, and facilitate corrective actions or dispute resolution with vendors and stakeholders.
- Analyze spending trends, contract utilization, and procurement metrics to identify opportunities for cost savings, standardization, and process improvement.
- Assist with the development, implementation, and continuous improvement of purchasing policies, procedures, templates, and internal controls.
- Provide training and mentorship to Buyer I staff and departmental end users regarding procurement procedures, contract requirements, and purchasing best practices.
- Coordinate procurement activities associated with grant-funded projects and ensure compliance with applicable grant requirements and reporting obligations.
- Prepare reports, presentations, agenda items, and recommendations for executive management, governing boards, and other stakeholders regarding procurement and contract matters.
- Serve as a resource for interpreting procurement statutes, regulations, and organizational policies, providing recommendations to resolve procurement and contract issues.
- Participate in strategic sourcing initiatives, supplier relationship management activities, and process improvement projects to support organizational procurement objectives.

Senior Buyer primary responsibilities

In addition to the responsibilities of a Buyer II:

- The majority of assignments (more than 50%) are at the advanced level. These responsibilities may include assistance with long-term planning, recommending policy and procedural changes for a particular functional area, and lead responsibility for junior-level team members in the planning and completion of their assignments.

- The Senior Buyer may be assigned purchases or contracts for commodities and services which involve the integration of many diverse elements, are of high cost, or which entail construction projects, service agreements, repair projects, or interagency agreements.

- The Senior Buyer is the highest technical specialist for inter-agency agreements, contract development, consortium/joint projects, public works, repair projects and information technology projects.

- Works with Federal Grant projects, such as Federal Highway Administration/TxDOT, Federal Aviation, Federal Transit Administration, Federal Emergency Management and other granting agencies requiring heavy oversite of codes, policy and administration reporting.

- Work with city departments to determine appropriate procurement methods, including cooperative purchasing opportunities, for a diverse variety of goods and services. Provide information and guidance as needed to address procurement questions, identify potential purchasing/contract issues, and the interpretation of state and Federal rules, regulations, policies, and procedures.
- Provide guidance and support to vendors, City staff, City management, the mayor and City Council regarding city, state, and Federal rules, regulations, policies, and procedures.
- Implements strategic sourcing practices to enhance efficiency and effectiveness
- Develop and provide training to individuals and/or groups as needed for topics such as purchasing laws, policies and procedures, and applications related to procurement.
- Review and approve purchase requests/orders to ensure accuracy and compliance with all established policies and procedures e.g., HUB-vendor outreach. Resolve issues with vendors as needed.
- Manage the solicitation process to ensure timely procurement in accordance with City purchasing policies and all other applicable federal, state, and local laws, policies and procedures. Purchasing is primary point-of-contact to all parties during solicitation process.
- Solicitation process includes, but is not limited to, the following: establish solicitation schedules, conduct public pre-bid/proposal conferences, analyze responses to determine conformance to the solicitation requirements, assess respondents based on factors such as financial stability and previous contract performance, facilitate evaluation meetings, perform negotiations, project planning, review and approval of licensing agreements, development of original language for technical and /or complex specifications with  minimal input from requestors, coordinate recommendations with departments and City Council, and facilitate debrief discussions with respondents.
- Contract support includes, but is not limited to, the following: document preparation, negotiation, coordination; coordinates the review and oversight of agreements and contract amendments and renewals with the Contract Administrator.
- Prepare and issue informal and formal, written, and electronic, correspondence such as award letters, contract renewal notifications, notices for corrective action, and communications to city management and the mayor and City Council.
- Advanced conflict resolution skills to facilitate understanding and compromise between providers and end users.
- Maintain and update purchasing data and information in the financial software system; compile information and prepare reports.
- Initiate and review reports and makes recommendations for contracting opportunities; examine budget estimates as they pertain to contract award expenditures.
- Coordinate online auction of City assets and manage transfer of ownership from City.
- Assist in the implementation of purchasing goals and objectives.

Your areas of knowledge and expertise that matter most for this role:

Education and Experience:

Buyer I: Associate’s degree in accounting, supply Management, or other related field; and three (3) year’s purchasing experience, preferably in the public sector; OR an equivalent combination of education and experience.  Bachelor’s degree or national certification (National Institute of Governmental Purchasing (NIGP) or National Association of Purchasing Management (NAPM) is preferred.

Buyer II: Associate's degree in Purchasing, Supply Chain Management, Business Administration, Public Administration, Finance, or related field and four (4) years of progressively responsible purchasing experience; OR Bachelor's degree in a related field and three (3) years of purchasing experience; OR Equivalent combination of education and experience.

Senior Buyer: Bachelor’s Degree in Purchasing, Business Administration, Public Administration, or other related field; and three (4) year’s purchasing or combined purchasing/finance experience, preferably in the public sector; OR an equivalent combination of education and experience.

Required Licenses or Certifications:

Buyer I and II: Must possess a valid Texas Driver’s License. State of Texas Certified Texas Purchaser certification or equivalent preferred.

Senior Buyer: Professional Public Buyer (CPPB) required. National Institute of Governmental Purchasing (NIGP) or National Association of Purchasing Management (NAPM) is required or must be obtained within one (1) year of employment. Preferred National Institute of Governmental Purchasing (NIGP-CPP), Association for Supply Chain Management – CSCP, or equivalent.

Required Knowledge of:

Buyer I and II:

- Federal, State and local laws, codes, rules and regulations including regulations concerning municipal purchasing and disposing of surpluses
- Principles, practices, methods and techniques of purchasing and contracting process.
- Methods and techniques of negotiating with vendors and suppliers.
- Methods and techniques of evaluating commodities and services.
- Principles and practices of public sector purchasing, records management, and customer service.

Senior Buyer:

In addition to the required knowledge of Buyer I and II:

- Thorough working knowledge required of municipal purchasing functions and laws, including methods and techniques of receiving, records management and disposing of surpluses.

- Comprehensive knowledge of contract development procedures and practices.

- Thorough knowledge of basic accounting principles as related to purchasing.

- Ability to: administer all aspects of bid procedures according to laws and codes; monitor contracts and service agreements; develop, interpret, and apply highly technical and varied material and equipment specifications requiring such activities as integration of performance schedules, learn and apply computer technology to the total purchasing process.

- Ability to: lead or review the work of others; facilitate solicitation and project meetings, evaluations, and pre-solicitation meetings; act promptly to resolve actual or potential problems when required; develop long-range plans, including recommendations for policies and procedures affected by the plans; establish and maintain cooperative working relationships with vendors, staff, and members of the general public.

- Independent problem solving, for major purchasing functions campuswide, e.g., all contract development.

- Perform product research.

- Analyze problems and identify alternative solutions.

- Analyze spend data for trends; and, depending on assignment, plan and lead the work of others.

Required Skill in:

- Reading, interpreting, understanding and applying purchasing standards and procedures, applicable Federal rules and regulations, and City policies and procedures.
- Reviewing and verifying mathematical calculations and identifying errors.
- Assessing and prioritizing multiple tasks, projects and demands.
- Establishing and maintaining cooperative working relationships with co-workers, suppliers and representatives from other governmental agencies.
- ·         Operating a personal computer utilizing a variety of business software.

Your work environment:

Work is performed in a standard office environment.

May be required to work immediately before, during or after an emergency or disaster.

- NOTE:  This position is designated safety and/or security sensitive.

The City of New Braunfels is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, veteran or military status, genetic information, sexual orientation, gender identity, marital status, military status, order of protection status, or any other legally recognized protected basis under federal, state, or local law.