Buyer

Description

SUMMARY

Under the supervision of Procurement Director, the Buyer provides support for a variety of procurement activities, including the coordination of procurement activities and schedules, drafting and reviewing contract language, and monitoring contract and legislative compliance. 

All activities must support Knoxville’s Community Development Corporation’s (“KCDC” or “Authority”) mission, strategic goals, and objectives.

SUPERVISORY RESPONSIBILITIES

The Buyer is a non-supervisory job classification.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed. 

• Assists in the administration of Requests for Proposal (RFPs), Requests for Qualifications (RFQs) and Invitation for Bid (IFBs). Attends bid openings and other departmental meetings; accurately transcribes meeting minutes, tabulates bids, distributes, and tracks construction plans and specifications. 
• Obtains and reviews competitive bids, quotes, and proposals from vendors and contractors.
• Evaluates suppliers based on price, quality, selection, service, support, availability, reliability, and production/distribution capabilities. Assists with the negotiation and administration of contracts with chosen vendors.
• Receives and responds to inquiries of contractors, staff members, and the public in a professional and timely manner.
• Provides general contract management assistance throughout full life-cycle of KCDC contracts. 
• Serves as liaison to vendors, suppliers, contractors, and others.
• Coordinates with external contractor for Elation database maintenance.
• Researches and reports on procurement methods. Stays abreast of emerging trends and regulations in the government procurement field. 
• Coordinates use and reconciliation of the division’s P-card. 
• Assists in the administration of KCDC's P-Card program.
• Oversees the procurement section of KCDC’s webpage, updating documentation and schedules as required.
• Trains staff and vendors on KCDC procurement processes. 
• Acts as a resource to KCDC employees as required.
• Maintains procurement files on all KCDC contracts; creates reports on procurement activity as requested.
• Assists with administration of KCDC’s Section 3 program. Assists with administration of other supplier diversity initiatives as required.
• Assists with administration of Davis-Bacon compliance.
• Performs other duties as assigned.

Requirements

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the Agency.
• Knowledge of federal, state, and local laws, regulations, and accreditation standards.
• Knowledge of Section 3, construction and development contracting, federal, state, and local contract rules, as well as special HUD procurement and compliance rules, regulations, and requirements.
• Knowledge of contracting and procurement procedures, types, and methods which include formal advertising, negotiation, fixed-price and cost contracts, use of special provisions and incentives, and unique regulatory requirements pertinent to diverse procurements.
• Skill in research, analysis, report writing, and presentation development.
• Skill in project management.
• Ability to conduct financial and business analysis and prepare reports.
• Ability to establish and maintain effective working relationships with internal customers, external customers, suppliers, vendors, and the general public.

BEHAVIORAL COMPETENCIES

This position requires the incumbent to exhibit the following behavioral skills:

Effective Communication: Employee is prepared, clear, concise, and organized in all facets of communication in order to fully establish understanding. Actively listens and understands the audience to adapt message appropriately. Communicates information with appropriate personnel in a timely manner.

Customer Service: Provides timely, courteous, and quality service to all internal or external customers by anticipating individual needs, following through on commitments and ensuring that our customers have been heard.

Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the Authority. Uses appropriate judgment and decision making in accordance with level of responsibility.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness. Holds oneself personally responsible for one's own work and does fair share of work.

Teamwork: Employee balances team and individual responsibilities. Exhibits objectivity and openness to others' views and gives and welcomes feedback. Contributes to building a positive team spirit; puts success of team above own interests; and supports everyone's efforts to succeed.

EDUCATION AND EXPERIENCE

Bachelor’s Degree in business administration, accounting, or related field and a minimum of two (2) years of experience in providing procurement support and administration. An equivalent combination of education and experience may be considered.

CERTIFICATES, LICENSES, AND REGISTRATIONS

No special requirements at appointment. 

Some positions may require possession of a valid driver’s license and the ability to be insurable under the Authority’s automobile insurance plan at the standard rate.

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 the essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching and grasping; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.

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 the essential functions.

Office environment. The noise level in the work environment is moderate.