Buyer I

Description of Position ***Please note: this position is required to be onsite Monday through Friday from 8 am to 5 pm with the opportunity to potentially work remotely one day per week, upon satisfactory performance and after being fully trained (approximately 6 – 12 months).*** The Buyer I supports responsible, transparent, and service-oriented procurement and contracting practices for Yavapai College. The position reviews and processes requisitions and purchase orders, assists with informal sourcing and competitive procurement activities, maintains supplier and contract records, supports contract administration, and provides responsive guidance to college departments and suppliers. The Buyer I applies established College policies, procedures, approval requirements, and ethical standards while developing the knowledge and judgment necessary for progressively more complex procurement assignments. Key Responsibilities: Review purchase requisitions, specifications, quotes, scopes of work, funding information, approvals, and supporting documentation for completeness, accuracy, policy compliance, and appropriate procurement methods. Communicate with requestors, Purchasing Liaisons, Budget Managers, suppliers, and other stakeholders to clarify requirements, resolve discrepancies, obtain missing documentation, and maintain timely workflow. Create, issue, revise, and expedite purchase orders in ESM Purchase; monitor delivery and performance issues and assist with order, invoice, receiving, and change-order resolution. Assist with supplier sourcing and selection by researching available sources, College contracts, State of Arizona contracts, cooperative contracts, and other competitively awarded options that may provide best value. Obtain and document competitive quotations for assigned purchases and support formal solicitations, including supplier outreach, solicitation documentation, bid or proposal receipt, evaluation support, award documentation, and maintenance of the procurement file. Train department liaisons with use of the procurement system, requisition preparation, required approvals, supporting documentation, and application of procurement thresholds and procedures. Review routine contracts, order forms, statements of work, quotes, and supplier terms for completeness and route documents for procurement, legal, risk, information technology, facilities, marketing, accessibility, security, or other required review. Work with the originating department, supplier, Senior Procurement Specialist, and Director to revise and finalize assigned contracts and purchasing documents consistent with college requirements and applicable law. Support negotiations involving pricing, discounts, delivery, payment terms, renewals, warranties, service levels, and other business terms; document negotiated savings or cost avoidance when applicable. Maintain assigned records in the College contract repository, including executed contracts, amendments, certificates of insurance, W-9 forms, renewal and termination dates, correspondence, approvals, and related procurement documentation. Monitor assigned contract milestones and provide timely notice to contract owners and procurement staff regarding renewals, expirations, insurance requirements, deliverables, and other required actions. Create and update supplier records, process credit applications, validate required supplier documentation, and help maintain accurate information in ESM, Banner ERP, M-Files, and related systems. Monitor and respond to the general Procurement & Contract Services email inbox; organize, route, track, and follow up on requests to provide timely and professional customer service. Assist with administration and database maintenance for the College purchase card program, including user listings, limits, card issuance, changes, and cancellations, as assigned. Maintain procurement records in accordance with applicable records-retention requirements and assist with respons…

View the full posting and apply