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HomeMy WebLinkAboutE-06 Staff Report - Specification Revision - Buyer CONSENT ITEM E-6 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: TANYA BRAGG, DIRECTOR OF HUMAN RESOURCES & RISK MANAGEMENT DATE: OCTOBER 1, 2018 SUBJECT: CLASS SPECIFICATION REVISION AND TITLE CHANGE FROM BUYER TO PURCHASING AGENT BACKGROUND: On September 25, 2018, the Personnel Board met and approved the revisions and title change to the classification specification of Buyer. The proposed action will be council’s approval of this classification. RECOMMENDATION: Staff recommends the City Council take the following actions: 1)Approve the revised classification specification and title change for the position of Buyer to Purchasing Agent. ANALYSIS: With the retirement of the current Buyer, the department reviewed the classification to ensure the current duties and minimum qualifications were a true reflection of the work being performed in this classification. The title was also reviewed to ensure consistency with the industry standard. There is no recommended change to the Salary Range. This position has been reviewed and approved by the IBEW Bargaining Unit. FISCAL IMPACT: This position is included in the 2018 - 2019 Adopted Budget. APPROVED CITY COUNCIL 10/1/2018 CLASS SPECIFICATION REVISION AND TITLE CHANGE – BUYER October 1, 2018 Page 2 Prepared by: Reviewed and Approved: Tanya Bragg Sergio Gonzalez Director of Human Resources & City Manager Risk Management Attachment: 1) Purchasing Agent - Classification Specification Adopted:10/01/2018 Range:5187 Page 1 of 3 CITY OF AZUSA PURCHASING AGENT DEFINITION Under general supervision of the Director of Finance, purchases and arranges to purchase materials, supplies, and services not requiring a formal bidding process; analyzes quotes for suitability of product, comparative costs, and product availability; documents vendor performance; supervises the operation of a central stores facility; performs related duties as required. See Essential Functions below for further detail. ESSENTIAL FUNCTIONS The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices. Oversees the operations, activities, and staff of assigned inventory supply warehouses; receives, examines, and processes departmental requisitions; prepares and issues purchase orders, service agreements, and contracts as well as necessary documents related to the purchase of supplies, equipment, services, and materials. Purchases materials maintained at the central stores warehouse; contracts vendors to obtain best price for stock items and special items requiring formal specifications; purchases non-stock items as requested. Supervises and participates in the receiving, ordering, stocking, and issuing of supplies and materials; checks shipments for condition, shortages, and discrepancies; meets and confers with vendors to resolve issues; evaluates vendor performance; analyzes recurring purchasing problems and determines solutions to the problems; maintains stock records; conducts periodic inventory and prepares inventory reports. Maintains record storage; arranges for the disposition of surplus property; prepares a variety of clear and concise reports. Secures and maintains database of qualified vendors/contractors to ensure an adequate number are available for competitive bidding. Assists other City departments to review, develop, revise, recommend changes to, and prepare specification for the bid process in conformance with State and City purchasing ordinances and regulations; solicit bids; conduct pre-bid meetings and on-site job walks with bidders; draft and issue addendum to bids; review bids for compliance; evaluate and recommend award of bid; conducts formal bid openings for approved items; assist in the development of contracts issued as a result of sealed bids; compile, revise, and prepare staff reports for City Council action to award bids. Administers City credit cards for use by City departments; receives credit card purchase requests to place orders for necessary supplies and equipment. Opens new credit accounts with vendors and suppliers; fills out credit applications; negotiates with vendors to obtain best possible pricing and quality of supplies. Assists in establishing and implementing divisional policies, procedures and making recommendations for improvements as necessary; participate in the development of computer ATTACHMENT 1 Purchasing Agent Classification Specification Page 2 of 3 systems and processes as it applies to purchasing; provide training, technical support, and group presentations to employees and management regarding purchasing policies and procedures. Understands and familiar with contracts from other governmental agencies which are available for use by the City. Prepares and maintains analytical and narrative reports relative to assigned area of responsibility. Performs other duties as required. CLASS CHARACTERISTICS This single position class receives general supervision from the Director of Finance and is responsible for exercising functional supervision of warehouse staff. QUALIFICATION GUIDELINES Education and/or Experience Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for satisfactory job performance. Example combinations include graduation from high school or equivalent and three years of experience in store keeping and inventory control, including some experience in purchasing-related activities. Knowledge and Skills Knowledge of store keeping and inventory methods and procedures; nomenclature, grades, and classification of a variety of supplies and materials; methods and techniques utilized in grading and analyzing the quality of materials, supplies, and equipment; a variety of materials, supplies, and equipment typically used in municipal services and sources of such products, basic laws, and procedures of municipal purchasing; computer purchasing and inventory software; contract negotiation methods and procedures. Ability to communicate clearly and concisely, both orally and in writing; maintain detailed and accurate records; evaluate quality and price of products to judge suitability of products work independently; interpret, apply, and explain City purchasing policies; perform manual work in lifting and moving stock; identify stock items and issue correct supplies and materials; count items received and compare against packing list; take inventory of stock; train, supervise, and evaluate subordinate staff; perform purchasing-related activities. MARGINAL FUNCTIONS These are position functions which may be changed, deleted, or reassigned to accommodate an individual with a disability. SPECIAL REQUIREMENTS Possession of and ability to maintain a valid Class C California Driver’s License and a satisfactory driving record may be required. This position may, on occasion, serve as back up to the Storekeeper therefore possession of or ability to obtain a Forklift Operator’s license within the first six months is required. Purchasing Agent Classification Specification Page 3 of 3 Environmental Conditions Work is performed primarily in a standard office setting and in inventory warehouses; incumbents may be required to work extended hours including evenings and weekends from time-to-time. Physical Conditions Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull up to 80lbs; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.