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BUYER (Administrative Officer) - Range AMEA / 14

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BUYER (Administrative Officer) - Range AMEA / 14

Salary

$30.11 - $38.50 Hourly

Location

Anchorage, AK

Job Type

Regular / Full Time

Job Number

2024-00443

Department

Purchasing

Division

Contract/Professional Services

Opening Date

05/23/2024

• Description

• Benefits

• Questions

Job Information

Open to the general public and any current Municipal employee.

This position is represented by the Anchorage Municipal Employee Association (AMEA) and is subject to the provisions of the current agreement between the Municipality of Anchorage and the AMEA.

DEPARTMENT: Purchasing

HOURS OF WORK: Monday through Friday; 8:00 a.m. to 5:00 p.m.

LOCATION: City Hall 632 W. 6th Ave.

Anchorage, AK 9950

Example of Duties

Provide professional-level procurement services to Municipal Agencies and departments as they relate to obtaining non-professional services, general goods and supplies, technical hardware, and software, in accordance with applicable law, Purchasing Department policies and procedures, and ordinances promulgated by Title 7 of the Anchorage Municipal Code. The Buyer must perform all administrative processes required in initiating, reviewing, soliciting, evaluating, and selecting vendors through a formal TB/award and informal buying processes through the Request for Quote (RFQ) function of the procurement cycle. At times the Buyer may be required to assist Department/ Agency employees in the creation of Shopping Carts (requisitions) and also provide assistance on how to create changes to Purchase Orders (Contract Administration).

Under general supervision of the Deputy Purchasing Officer, the Buyer position shall perform the following job duties and functions as they relate to the process of obtaining goods, supplies, and non-professional services for the Municipality of Anchorage. Application of applicable laws, ordinances, policies, and procedures shall be followed and applied as promulgated by Municipal Charter and Title 7 of the Anchorage Municipal Code and in a manner and consistent with the Department's operational policies and procedures. Other related duties may be assigned which are necessary in support of the Division's mission and operation as required by the Purchasing Office.

Prepare Invitation to Bid (1TB) Documents for Review and Approval {Formal Procedures in excess of $50,000).

Working under supervisory guidance the Buyer must prepare ITB documents which are:

A. Accurate

B. Complete

C. Timely, and

D. In compliance with all applicable laws.

Specific duties include reviewing the agency request, specifications, and plans in order to prepare the 1TB package, making any necessary changes. The ITB packages shall include a bid file worksheet, general provisions, insurance, bonds, bid proposal, plans, information supplied by department, and specifications in a form suitable for the Bid Clerk staff to format and compile a completed 1TB package. Upon supervisory review and approval of the completed package, the Buyer shall chair and conduct pre-bid and opening conferences as needed. The Buyer shall perform a review of all submitted bids for compliance, direct deposits/release of any bonds, and submit recommendations to the supervisor of any noted irregularities of the prospective bids. Coordinate with the using agency for evaluation and after all necessary approvals are met, the Buyer shall initiate the purchase order and any other required documents and provide all file close out instructions for the bid clerk staff.

Prepare Written Request for Quotation (RFQ) (Informal Purchases up to $50,000)

Working under supervisory guidance, prepare an RFQ package by reviewing the agency request, specifications, plans in order to prepare the RFQ package, making any necessary changes. The RFQ package shall include general and special provisions, insurance and any other documentation required to fill the solicitation in a form suitable for the bid clerk to format and compile a complete RFQ package. Acquire the appropriate number and sources of competition for the commodity/ service which will meet the requirements of the RFQ, the needs of the Municipality, and all applicable laws. Coordinate with the using agency for evaluation and after all necessary approvals are met, the Buyer shall initiate the purchase order and any other documents and provide all file close out instructions for the bid clerk staff.

CONTRACT MANAGEMENT

Under supervisory guidance, perform contract management functions including assessing an agency's request for contract termination, coordinating with MOA Legal as necessary to mitigate the risk of liability from such termination, draft and finalize letter of termination where circumstances dictate it is in the best interest of the Municipality to do so. Contract Management duties may include, but are not limited to, negotiation of contract renewal, associated contract changes, issuance of contract, monitoring Annual Supply Contracts to ensure contract compliance and updating Level II memos as needed.

NEGOTIATIONS, SURPLUS BIDS, RFQs, SOLE SOURCE, COOPERATIVE, AND OTHER PROCUREMENT.

TASKS

Under supervisory guidance, the Buyer will participate in negotiations, review and execute bid documents in accordance with Purchasing Department policies and procedures, and be proficient in obtaining informal quotations. The number and methods of obtaining these quotations shall be determined by the Buyer based upon the commodity/ service requirements, time frames, required documentation, and in-service requirements of the requesting department. Additional procurement tasks include, but not limited to:

A. Rentals, leases and lease purchase of supplies and services

B. Blanket Purchase· Orders/Contracts and their application

C. Sole Source purchase orders

D. Cooperative purchase orders

E. Optional approval of confirming purchase orders and contracts

F. Processing and approving changes to purchase orders when irregularities occur

G. Processing purchase orders, change orders, contract amendments through SAP

H. Preparing Assembly documents (AM's, AIM's, Ordinances, and Resolutions).

OTHER DUTIES AS ASSIGNED

The Buyer must be familiar with specialized terms, conditions, and requirements that may be required when reviewing contract requests, change orders, administrative changes, etc. Certain knowledge and proficiency must be gained to direct and guide Municipal departments on the proper Purchase Order/Contract forms, noticing requirements for issuing show-cause, cure, and termination notices, when waivers of irregularities and formal bidding are appropriate and knowledge of dispute resolution and other associated contract/purchasing issues. The Buyer shall be responsible for reviewing and recommending approval/rejection of Sole Source Purchase requests.

Buyer is the back-up to the Junior Buyer.

Minimum Qualifications / Substitutions / Preferences

High school diploma, GED or equivalent and six (6) years of experience in the field related to the position.

OR

Associate’s degree in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline and four (4) years of experience in the field related to the position.

OR

Bachelor’s degree in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline and two (2) years of experience in the field related to the position.

Preference will be given to employees with the follow:

• NAPM or NIGP certification

• Experience in formal government purchasing activities.

• Knowledgeable using MS Office products. Preferred SAP software experience. Municipal Directives, Municipality of Anchorage (MOA) Policy and Procedures, Department Operational Procedures, Contract Law, Anchorage Municipal Code Title 7, Federal Acquisition Regulations as applicable. Alaska Driver's License is preferred.

Additional Important Information

Preference will be given to Anchorage Municipal Employees Association (AMEA) employees. AMEA employees who are successful in the screening process will be forwarded to the department for consideration prior to any non-AMEA applicants.

The Municipality of Anchorage participates in the U.S. Department of Homeland Security E-verify Program. For more information, please go to http://www.uscis.gov/E-verify. E-Verify® is a registered trademark of the U.S. Department of Homeland Security.

If selected for hire, the appointment in this position will be conditional based upon a satisfactory Municipal Employment Office conducted background check. A background check encompasses criminal history, verifying education, and verifying dates of employment.

If selected for hire, appointment in this position will be conditional based upon the submission of a current copy of the applicants Alaska driver's license and a current (dated within 30 days from date requested) copy of his/her Department of Motor Vehicle driving record, including a driving record from previous states if the Alaska driver's license was first issued within one year prior to application, documenting an acceptable driving history. The processing fee(s) are the responsibility of the selected applicant.

For information on acceptable driving history, please refer to the MOA Driving Conviction Guidelines. (http://www.muni.org/Departments/employee_relations/Documents/DrivingConvictionsGuidelines.pdf)

Military Service Interview Preference:

Veterans or who wish to be considered for interview preference as permitted in Municipal Personnel Rules 3.30.031 D must attach to the application a copy of their DD Form 214, DD Form 256, NGB Form 22, or a letter from the US Department of Veterans Affairs recognizing the person as a veteran. The attached documentation must show an honorable discharge or general (under honorable conditions) discharge. The minimum qualifications of the position must be met for preference consideration.

Individuals currently serving as a member in good standing in the National Guard or the organized military reserves who wish to be considered for interview preference as permitted in Municipal Personnel Rules 3.30.031 D must attach proof of current service to the application. Proof of current service can be shown by submission of a statement of service which, at a minimum, shows full name, date of birth, Social Security Number, date service began, branch of service, rank, name of command providing the information, and unit of assignment. The statement of service must be on a form or letterhead of the individual’s command organization and show the name, signature, title and contact information for the signer providing the statement of service. The minimum qualifications of the position must be met for preference consideration.

The Municipality of Anchorage is an employer of National Service. Please be sure to include any volunteer work with AmeriCorps, Peace Corps, or other national service programs on your application in the work history portion.

Application Process:

Once applicants click the "Apply" link underneath the header section of a vacancy announcement, they will be directed to the www.GovernmentJobs.com website to log into their existing account (or to create an account) of their application profile. Applicants will create or review their profile, make any updates necessary, and submit their application from their personal account. NOTE: The GovernmentJobs website and applicant's profile accounts are not administered by the Municipality of Anchorage. For technical assistance or customer service regarding an account profile, applicants may contact the GovernmentJobs customer support line at 1-855-524-5627.

For general questions regarding Municipal vacancy announcements or the employment process with the Municipality of Anchorage, applicants may contact the Human Resources Department at (907) 343-4442 during regular business hours of Monday – Friday 8:00am-5:00pm, Alaska Time.

The MOA is an EO and AA employer and complies with Title I of the ADA.

For information regarding requests for reasonable accommodations related to employment under the Americans with Disabilities Act, please contact the Municipality of Anchorage ADA Coordinator at (907) 343-4571.

The Municipality of Anchorage (MOA) offers a competitive benefits package to eligible employees that may include:

Health / Medical Benefits:

• Medical/Dental/Vision/Audio

• Life Insurance

• Dependent Life Insurance

• Short Term Disability

• Long Term Disability

• Flexible Spending Accounts – Health and Dependent Care

• Health Savings Accounts

Retirement:

• State of Alaska Public Employee Retirement System (PERS) Program

• 401(k) and 457 Savings Plans

Employer Paid Benefits:

• Employee Assistance Program

• Paid Leave Plan

• 11 Paid Holidays

For an overview of our medical benefit package go to http://www.muni.org/Departments/employee_relations/Pages/BenefitsSummaries (http://www.muni.org/Departments/employee_relations/Pages/BenefitsSummaries.aspx) .

01

In order to be considered, applicants must provide accurate and complete education and work history information in its entirety. The referenced information listed on the online application will be used to determine the applicant's qualifications toward meeting the minimum requirements for the position (e.g., if you list that you have 6 years of experience in a certain field, that experience must be easily identifiable on the 'Work Experience' section of your application).

Attaching a resume is not an alternative to filling out the application in its entirety. Noting "see resume" or any similar comment on any portion of your application may lead to you being disqualified for the position.

If the experience you reference in the below questions is not clearly included and described in your Work History section, your application will be considered not qualified for this position and you may be removed from consideration.

Do you understand, in order to be considered for this position, accurate and complete education and work history information must be provided?

• Yes

• No

  02

  Are you a current Municipality of Anchorage employee and member of the Anchorage Municipal Employees Association (AMEA)?

• Yes

• No

  03

  Which of the following best describes your level of education as it relates to this position?

• None - Less than High School.

• High School Diploma / GED / Equivalent.

• Associate's Degree in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline.

• Bachelor's Degree or Higher in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline.

  04

  How many years of experience do you have in procurement, finance, administrative support or similar administrative responsibilities?

• None

• Less than 2 years

• 2 years but less than 4 years

• 4 years but less than 6 years

• 6 years or more

  05

  Do you have or can you obtain State of Alaska Driver's Licenses and satisfactory driving records at the time of hire?

• Yes, I have a valid State of Alaska Driver's Licenses and satisfactory drive records, or I can obtain at the time of hire.

• No, I don't have, or I cannot obtain State of Alaska Driver's Licenses.

  06

  How many years of experience do you have in contract administration?

• None

• Less than 1 year

• At least 1 years but less than 3 years

• At least 3 years but less than 5 years

• More than 5 years

  07

  How many years of experience do you have in government purchasing and/or contracting?

• None

• At least 1 year.

• At least 2 years but less than 3 years.

• At least 3 years but less than 5 years.

• 5 years or more.

  08

  How many years of experience do you have in private sector purchasing and/or contracting?

• None

• Less than 1 year

• At least 1 year

• At least 2 years

• At least 3 years but less than 5 years

• 5 years or more

  09

  How would you rate yourself on the following scale using Microsoft products?

• Highly computer literate (Use all Microsoft products on a weekly basis with proficiency).

• Strong computer user (Use all Microsoft products occasionally with proficiency).

• Average computer user (Use some Microsoft products occasionally).

• User with limited experience (Have used some Microsoft products but not for several years).

  Required Question

Agency

Municipality of Anchorage

Address

632 W 6th Avenue, Suite 605 Anchorage, Alaska, 99501

Phone

(907) 343-4442

Website

http://www.muni.org/jol

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