Portland Community College | Portland, Oregon

TITLE: Lead Buyer

CLASS: Classified

EXEMPT STATUS: Non-exempt

LEVEL: 22

NATURE AND SCOPE OF WORK:

Under the direction of management, organizes and implements the purchase of goods, services, and supplies according to applicable procedures and requirements to serve the students and staff of the College. Incumbents in this job classification assist internal customers in evaluating goods and/or services and their substitutes, and to weigh price, quality and other factors affecting purchasing decisions. This classification has extensive contact with college staff, management, faculty, vendors, suppliers, and publishers.  Responsible for responding to work situations with minimum guidance or direction.   This classification may perform budget and data analysis and have lead responsibilities over classified staff. 

DISTINGUISHING CHARACTERISTICS:

This classification is distinguished from the Buyer classification by the requirement to work with a very high degree of independence and discretion, involvement with more complex and challenging assignments such as budget and data analysis, and may serve as lead worker over classified staff.

TYPICAL DUTIES AND RESPONSIBILITIES:

  1. Prioritizes tasks and requisitions in order to ensure goods, supplies, and services are procured and available when needed. Maintains proper inventory levels. Manages returns of defective goods.
  2. Serves as lead worker; trains, mentors, and coordinates the day-to-day activities and oversees the work of classified, casual, and student workers. Participates in the hiring process and provides input into the performance evaluation process. Provides guidance in the resolution of problems.
  3. Completes essential processes to solicit potential sources of supply, quantity levels, use of relevant state statutes and time sensitive criteria to meet needs of users. Determines prices and monitors price changes.
  4. Performs budget analysis as required and prepares reports and data analysis for management.
  5. May manage software licensing and administration and software/hardware leases.
  6. Obtains information from vendors, suppliers and publishers on matters like costs, ordering instructions, and returns. Maintains relationships with vendors and suppliers.
  7. May be responsible for monitoring and implementing departmental policies and procedures when needed.
  8. Works closely with department and accounting staff to ensure validity of vendor terms, payment schedules and credits. Completes detailed paperwork and records using a variety of software.  Follows up on discrepancies related to shipping, invoicing and accounting.  May enter and post receiving documents to POS system. May maintain SKU maintenance file for POS system.
  9. Analyzes past and present orders and uses information for obtaining timely delivery, optimum pricing and best user service. May create and post price adjustments to system.
  10. Maintains appropriate support files to ensure compliance with college policy/procedures and state legal requirements. Works with the purchasing department to monitor and administer contracts, updates as needed. Monitors industry trends and products through continued education at trade and regional meeting.
  11. May participate in product promotions and special events or other marketing strategies.
  12. Informs users about equipment requirements, deadlines and documentation needs. Monitors maintenance, repair and service agreements for equipment and business machines.
  13. May perform cataloging of materials utilizing an automated computer system.
  14. May perform duties of the Buyer classification as needed.
  15. Performs other related duties as assigned.

WORK ENVIRONMENT:

Work is performed both in an office and/or a retail environment with periods of heavy workload pressure and interruptions. Learned physical skill is required to perform keyboarding and/or ten-key functions. Management of physical inventory is occasionally required necessitating moderate lifting.

MINIMUM QUALIFICATIONS:

High school diploma or equivalent. Associate's degree in Business/Accounting or related area of assignment with course work in purchasing, inventory management or business retail management. Experience performing the duties described above may substitute for the degree requirement on a year for year basis.

Two years’ experience in purchasing or buying in either a public institution or in a specialized field requiring technical understanding of the items being purchased.

KNOWLEDGE SKILLS AND ABILITIES

Knowledge of:

  • Oregon State purchasing statutes and other governing regulations;
  • Applicable local, state and federal laws and regulations;
  • Departmental processes and policies.

Skills in:

  • Using a computer and various software packages;
  • Using a 10-key calculator;
  • Organizing and keep records;
    • Explaining terms, concepts and technology in plain language.

Ability to:

  • Work effectively with PCC students and staff with diverse academic, cultural, and ethnic backgrounds;
  • Lead, train, and coordinate the work of others in a team environment.
  • Comprehend technical language and to confer, analyze, and write in an objective manner;
  • Interact positively with staff and the public in order to enhance effectiveness and to promote quality service;
  • Effectively communicate both in writing and verbally;
  • Work independently and prioritize multiple tasks and adapt to needed changes.

 

REV: 5/2016

REPLACED: 11/2004