Assistant Buyer

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Assistant Buyer

Salary

$30.45 - $37.56 Hourly

Location

Rochester MN 55906, MN

Job Type

Regular FT

Job Number

20240081

Department

Rochester Public Utilities

Opening Date

05/07/2024

• Description

• Benefits

• Questions

POSITION DESCRIPTION

The City of Rochester now welcomes applications for

Assistant Buyer Rochester Public Utilities

www.rpu.org

Vision- "We Will Set the Standard for Service"

Limited Term Appointment

This is a limited-term position anticipated for one year from the date of hire, and is contingent upon the availability of allocated funds, as well as favorable performance by the incumbent. When the need for additional staff ends, the position will be eliminated unless RPU chooses ongoing continuation.

RPU, a division of the City of Rochester, MN, is the largest municipal utility in the State of Minnesota. RPU serves over 57,000 electric customers and 41,000 water customers in a 60 square mile service area and has revenues nearing $161 million annually. Vision- "We Will Set the Standard for Service"

Our vision is based on six core values which are Safety, Integrity, Service, Stewardship, Accountability, and Skill.

Applications will be accepted until the opening is filled with application review beginning on May 20, 2024. Nature of Work

This position will perform entry-level purchasing functions and assists in the efficient procurement of materials, supplies and services for the utility. Work includes reviewing and maintaining bidder's lists; preparing request for quotes, bids and proposals; assisting in evaluating quotes, bids and proposals received; preparing purchase orders; conducting expediting, and maintaining accurate records; resolving purchasing and invoicing problems; and performing other duties as assigned or necessary.

2024 Wage Range $30.45 per hour, with advancement to $37.56 in five years.

The City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.

We believe EQUITY should be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.

It takes us all working together.

DUTIES AND RESPONSIBILITIES

The work below is representative of the scope of work performed within this job classification. Individual job duties will vary based on work assignment.

• Provide procurement and inventory assistance.

• Review requisitions, and makes independent decisions, adhering to all policies, procedures, and requirements of law, before issuing purchase orders and addendums for routine commodity and contracted procurements; Expedite shipments of open orders. Schedule delivery dates and follow up on delivery delays; Ensure compliance with the Minnesota Uniform Municipal Contracting Law.

• Utilize "best value" practices in procurements and negotiate purchases and contracts that meet organizational goals.

• Research and resolve vendor issues; Assist Accounts Payable and/or user departments in solving invoice/receiver problems; Work with vendors and/or appropriate buyer in researching and solving problems with purchase orders.

• Provide assistance in contract bidding and administration.

• Assist in obtaining competitive bid quotations, determining lowest quote that meets specifications, and providing recommendations; prepare and place purchase orders; Maintain a file of suppliers who have been invited to bid and record bids that are received; Compile product information; Seek guidance and clarification for any exceptions requested by contractors or suppliers.

• Assist in the bid and proposal process by distributing plans, attending bid openings, documenting vendor responses, preparing and distributing bid tabulations; At the direction of the Buyer and/or Materials Manager, check for required bonds, insurance and other specification requirements to assist in determining responsiveness; Maintain all required contract files.

• Serve as the Purchasing liaison with assigned departmental clients delivering value in Sourcing, Materials Management, and Contracting.

• Provide administrative support to the Purchasing division.

• Provide administrative support the Purchasing division, including screening calls, distribution of mail and requisitions, ordering office supplies, preparing correspondence, and filing, scanning, checking mail and copying.

• Collect and analyze data on current market conditions; interviews sales people regarding ordering of supplies.

• Business Process Review and Special Assignments.

• Participate in business process review and implementation.

• Perform special assignments or projects as needed.

Miscellaneous

• Perform other duties as assigned or necessary.

*ESSENTIAL FUNCTIONS

MINIMUM QUALIFICATIONS

Education and Experience

An Associate's degree or higher in accounting, finance, economics, industrial engineering, logistics/operations, supply chain management, purchasing or business administration/management or closely related field AND three (3) years of progressively responsible full-time employment experience in purchasing for a large business, non-profit agency, utility or governmental agency; OR an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

Licenses and/or Certifications

Valid driver's license

Desirable Qualifications

Experience with business process improvements and ERP systems.

If this work interests you but you are unsure if you meet all the job requirements listed above, please apply anyway! Your experience is likely more applicable to the role than you think, and the City is interested in candidates who can bring not only technical expertise but a variety of lived experience to the team.

ADDITIONAL INFORMATION

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of: the basic principles, practices and techniques of purchasing; regulations governing purchasing and supply procedures; basic accounting practices; obtaining quotes for various types of commodities and supplies; the various products used in the utility business, including maintenance supplies, repair supplies etc.

Skill in: negotiating for the purchase of goods and services; resolving problems with deliveries, invoicing, etc.

Ability to: evaluate quality and price elements for comparison of products and services; maintain records; effectively communicate verbally and in writing; establish and maintain effective work contracts with vendors and requisitioning business units, City officials and the public; work effectively with SAP computer system, the suite of Microsoft products and records management software; organize work files and follow up procedures; to issue applications for bidder, prepare necessary bid documents for major contract amounts or capital equipment; effectively make business process improvement recommendations and implementation.

PHYSICAL AND ENVIRONMENTAL CRITERIA

In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.

In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:

Continuous demands: sitting, fine dexterity,

Frequent demands: walking, standing

Occasional demands: lifting, carrying, pushing/pulling, reaching, handling, kneeling, crouching, crawling, bending, twisting, climbing, balancing.

Sensory requirements necessary in the performance of the essential functions of this position include: sight, hearing, touch.

Environmental conditions that may exist in the performance of the essential functions of this job include: NONE (not substantially exposed to environmental conditions).

EMPLOYEE BENEFIT AND RETIREMENT SUMMARY (https://www.rochestermn.gov/home/showdocument?id=36357&t=637988577978795327)

01

The following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application and resume. You must be honest and accurate in answering the supplemental questions and do not type "see resume". You may also be asked to demonstrate your knowledge and skills in a work sample or during an interview for this position. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?

• Yes

• No

  02

  What is your preferred name?

  03

  Do you have a valid driver's license?

• Yes

• No

  04

  Which of the following best describes your level of education?

• High school diploma or equivalent G.E.D.

• Less than 2 years post-secondary training

• Completion of a 2 year program or degree

• Completion of a 4 year program or degree

• Completion of a Master's degree or higher

• None of the above

  05

  Which of the following best describes field of study for your degree?

• Accounting

• Finance

• Economics

• Industrial engineering

• Logistics/operations

• Supply chain management

• Purchasing

• Business administration/management

• A field of study closely related to the above

• My degree is in an area NOT RELATED to any of the above

• N/A - I do not have a degree

  06

  Which of the following best describes your years of full-time employment experience where purchasing for a large business, non-profit agency, utility or governmental agency were your primary duties?

• No experience

• Less than 1 year

• More than 1 year, but less than 2

• More than 2 years, but less than 3

• More than 3 years, but less than 4

• More than 4 years, but less than 5

• More than 5 years, but less than 7

• More than 7 years, but less than 10

• 10 or more years

  07

  Which of the following best describes the percentage of your time that was dedicated to performing purchasing duties?

• Less than 20% of my overall time

• More than 20%, but less than 40% of my overall time

• More than 40%, but less than 75% of my overall time

• More than 75% of my overall time

• 100% - I work in a purchasing position and all of my time is spent on purchasing-related duties

• N/A - I do not have any purchasing-related experience

  08

  Does your purchasing-related employment experience include any of the following? (Select all that apply)

• Assisting in managing vendor relationships

• Conducting research and making recommendations on procurement matters

• Reviewing and processing requisitions for materials on standing contracts

• Assisting with developing contract terms and conditions for materials and construction contracts

• Interviewing vendors and suppliers to evaluate their products and services

• Troubleshooting vendor related problems

• Prioritizing projects and tasks

• Evaluating and recommending purchases

• Negotiating contracts for goods and services

• Setting and establishing goals

• Assisting in developing and sustaining strategic supplier alliances to optimize supply base

• Collaborate with internal business teams to achieve good work relationships and improve business processes

• Assisting in the management of key performance indicators for process improvement

• Assisting in developing and monitoring long term contracts

• Inventory control

• N/A - None of the above

  09

  Describe your employment experience in supply management, procurement and administrative functions related to purchasing including any experience in the specific areas listed above. Do not type "See Resume". If no experience, type "N/A".

  10

  Does your purchasing-related employment experience include working with any of the following processes, applications and/or systems? (Select all that apply)

• The purchasing requirements of the Uniform Municipal Contracting Law (MS 471.345)

• Best Value alternative

• The State of Minnesota Joint Cooperative Purchasing Venture (State Contract) or any other cooperative purchasing venture

• Public Surplus (www.publicsurplus.com)

• SAP, JDE or other similar ERP systems with supply management modules

• AMS/CGI Enterprise System

• ImageNow Enterprise Document Management System

• N/A - None of the above

  11

  Describe your purchasing-related employment experience working with any of the processes, applications and/or systems listed above. Please include your position title(s), the employer name(s), duration of employment and the actual duties you performed. Do not type "See Resume". If no experience, type "N/A". NOTE: In order to receive credit for the previous responses, this question must be fully answered and supported by the employment experience described in your application materials.

  12

  Which of the following purchasing-related certifications/designations do you currently possess: (Select all that apply)

• Certified Public Procurement Officer (CPPO)

• Certified Professional Public Buyer (CPPB)

• Certified Purchasing Manager (C.P.M.)

• Accredited Purchasing Practitioner (A.P.P.)

• Certified Professional in Supply Management (CPSM)

• Certified in Supply Management (CSM)

• Other (List below)

• N/A - I do not possess any purchasing-related certifications/designations

  13

  Tell us how your professional, educational and lived experiences would help you be successful in this role.

  14

  OTHER QUALIFICATIONS: Describe any other special training you've completed or skills and experience you currently possess that you feel would make you the best-qualified person for this position.

  15

  CONDITIONS OF EMPLOYMENT: If selected as a finalist, are you willing to undergo a background investigation which may include, but not limited to: verification of employment and educational records, identification verification, driver's license record and a criminal history?

• Yes

• No

  Required Question

Agency

City of Rochester

Address

201 4th Street SE Rochester, Minnesota, 55904

Phone

(507) 328-2555

Website

https://www.rochestermn.gov/employment

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