Purchasing Coordinator & Buyer

SUMMARY: The Purchasing Coordinator & Buyer oversees the daily activities of purchasing function; reviews technology purchasing decisions, orders, and vendor contracts; assists with the ordering of materials and supplies from vendors; researches, interviews, and negotiates with suppliers to obtain prices and specifications; creates purchase orders for the acquisition of materials and performs related administrative tasks. This position should be and remain familiar with all MCCA purchasing and procurement concepts, practices, and procedures.  

Essential Duties & Responsibilities: The Authority’s Purchasing Manager may designate various activities to this position. The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time for any reason, including reasonable.  

Asset Management:

• Obtain and review competitive bids, quotes, and proposals from vendors and contractors; discuss evaluations. and review with requesters and subject matter experts.
• Assist with purchasing and managing MCCA assets as assigned.
• Responsible for product support and warranties, leasing, maintenance, and software contracts, as well as hardware purchases, and license information.
• Maintain contract data.
• Create all purchase requisitions.
• Maintain appropriate levels of consumables.
• Auditing inventory.
• Provide pricing quotes for items and preparing orders with suppliers. 
• Create Purchase Orders and be responsible for all aspects of purchase until order is received and inspected as well as being responsible for establishing and managing open and past due orders.
• Ensure line items of the purchase order with the packing slip and ensuring the quality of the materials received.
• Responsible for shipping defective equipment to vendor and arranging replacement.
• Research products and equipment; prepare product/equipment specifications.
• Research websites/contact vendors to gather technical information and prices on supplies and equipment.
• Update the inventory listing of property on all new deliveries.
• Assists with the Decommissioning of MCCA Assets through methods of Auction/Sale, Donation, State Surplus, Recycled/Scrap or Trade-in. 

 Asset Budget / Documentation

• Assists Purchasing Manager with preparing purchases.
• Assist with drafting, revising and circulating purchase and procurement guidance.
• Assist with issuing asset management SOP’s; rules and procedures. 

Vendor Relationships

• Establish and maintain vendor relationships per state procurement rules.
• Negotiate with vendors for the best price over contracted services and purchases.
• Coordinate with selected vendors on supply and delivery of purchased items. 

EOL-End of life management

• Responsible for all surplus inventories including recording all End of Life (EOL) inventories and disposal.
• Responsible for decommissioning assets and oversee surplus removal as needed.
• Identify future opportunities for savings. 

SUPERVISION RECEIVED: Supervision is provided by the Director of Purchasing and the Purchasing Manager and includes assignment of duties, inspection of work, training, coaching, and performance evaluations.  

EDUCATION/ EXPERIENCE: Bachelor of Science with a minimum of two to three years of significant work experience working in a high volume fast paced office environment with high degree of responsibility. 

• Experience with software licensing and volume purchasing agreements for the major enterprise system software suppliers (e.g., IBM, HP, Microsoft...) 
• Experience in presenting technology recommendations from a business perspective. 
• Experience in planning and carrying out software license audits & reconcilements. 
• Certification in Software License Management a plus. 
• Preferred that the applicant has M.G.L. Chapter 30B public procurement experience or knowledge and/or coursework experience or degree in the area of procurement or supply management. 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

WORK SCHEDULE:  The work schedule for this position typically is a 40 hour work week consisting of 5/8 hour days, Monday through Friday, however; the hours and days may fluctuate based upon the needs of a particular event or project, which would require the ability to work a flexible schedule including late nights, early mornings, long days, weekends and holidays.   

DRESS CODE:  In order to project a professional image and the level of dignity and decorum that is required when serving the public, good grooming are expected of all employees.