Buyer and Compliance Specialist

Job Summary

The purpose of this classification is to provide administrative and coordination work to procure goods and services and administrate procurement contracts and buying agreements for the Rockdale County Board of Commissioners. Work requires the exercise of independent thinking within the limits of guidelines, policies, standards, and precedents. Work is assigned by the Purchasing and Procurement Manager in the form of broad policy statements.

Essential Functions

Essential Functions: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.

Receives and reviews purchasing requests from County Departments which involves contracts and/or purchase agreements; verifies and/or obtains authorizations needed to process request; meets with user department to define needs; determines most appropriate procurement method for competitive solicitation; and assigns bid/RFP numbers and/or purchase order numbers; enters data into the automated procurement system.

Develops a variety of procurement documents, including purchase orders, solicitation requests, Request For Proposals (RFP), invitations for bids, and specifications; works with user departments to develop and clarify specifications for requested goods, materials, and services.

Advertises procurement opportunities to include posting information on the County's website and preparing legally required advertisements.

Administers solicitation and contract/bid awarding process; prepares solicitation packages for bids/proposal; organizes and conducts pre-bid and pre-proposal meetings; answers vendors and contractor questions regarding proposal/bid solicitations; distributes solicitation packages to potential vendors and contractors; solicits and accepts for proposal/bids for assigned commodities and services  conducts bid/proposal openings in accordance with established policies and procedures, and documents bid tabulations, evaluations and recommendations for award; prepares award documents to notify vendors of successful bids; and prepares contract documents as required.

Responsible for the administration of the Equal Business Opportunity program by ensuring that vendors are given equal opportunities in contracting activities regardless of their protected class characteristics through greater access to procurement opportunities.

Gathers, analyzes, and interprets data necessary for compliance, reporting, and monitoring the EBO Program.

Ensures the compliance function of the EBO Program is strategically aligned with the procurement process. 

Ensures that all assigned procurement activities comply with applicable County, State, and Federal policies, procedures, regulations, standards, and ordinances.

Serves as a liaison between vendors and user departments: confers with user departments regarding ordered materials, equipment and supplies; ensures commodities and services conform to specifications; resolves disputes and problems arising from delivered products or services, vendor performance, or billing or shipping issues; assists accounts payable staff with researching and resolving billing issues as needed.

Operates a personal computer to enter, retrieve, review or modify data, utilizing Microsoft Word, Microsoft Works, Excel, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

Additional Duties:

Employees in this classification may be expected to perform any related duties as required by proper authority.

Knowledge, Skills, and Abilities

Knowledge of purchasing and inventory control procedures and techniques. Knowledge of principles and practices of public finance administration.

Skill in effective, clear and persuasive oral and written communications about the County's procurement process to employees, vendors, and general public.

Ability to negotiate pricing and contracts.

Ability to apply sound administrative and fiscal practices.

Ability to write clear, comprehensive instructions regarding purchasing procedures. 

Ability to present ideas effectively orally and in writing.

Ability to establish and maintain effective working relationships with vendors, staff, other County employees/department, County officials, and the public.

Ability to use hands to finger, handle, or feel; reach with hands and arms; see, talk and hear.

Working Conditions

Typically performed in an office.