Senior Buyer

Salary: $80,000.00 - $100,000.00 Annually
Location : Boca Raton, FL
Job Type: Full-Time
Job Number: 04024- EX
Department: Financial Services
Division: Purchasing 12/05701
Opening Date: 02/27/2025
Closing Date: 3/5/2025 11:59 PM Eastern
FLSA: Exempt
Bargaining Unit: X

Job Description
The Senior Buyer is responsible for sourcing a wide range of services, goods, supplies, materials, equipment, and construction needs in alignment with organizational objectives. This role requires strong collaboration with team members and stakeholders to manage and prioritize tasks effectively. The Senior Buyer must excel in a fast-paced, dynamic environment, demonstrating adaptability and problem-solving skills. A key aspect of the role is the ability to work independently to meet deadlines while contributing to the team's success. The Senior Buyer should also take a proactive approach in continuously improving processes to enhance overall team performance and efficiency.

Essential Functions

• Processes purchase requisitions and issues Purchase Orders; verifies available funding and utilized procurement process in compliance with State, local laws, and City procurement regulations.
• Develops and researches specifications, reviews specifications for clarity, accuracy, and necessary related information.
• Develops and manages various solicitation methods (i.e., ITB, RFP, CMAR, RFQ, RFQu, and compliance checklists.
• Solicits, receives, and analyzes competitive solicitation, and informal solicitation processes.
• Develops council recommendation letters for award, and monitors vendor performance and assists the departments in contract management.
• Conducts solicitation openings, pre-proposal conferences, and other procurement related meetings in accordance with Florida Sunshine law.
• Act as chairperson for selection committees and assist Department in contract negotiations.
• Researches a variety of sources, documents, etc. to ensure adequacy of specification in terms of clarity, precision, and related criteria.
• Meets and consults with department representatives regarding the preparation for solicitation packages, analysis, evaluation, and award.
• Monitors and updates status of annual contracts listing.
• Researches and obtains Florida State contracts and other Intergovernmental contracts.
• Review and research of sole source procurement submittals from Departments.
• Advises City departments and Vendor Community on procurement policies and procedures.
• Assists assigned departments with procurement activities.
• Seeks new innovative methods and practices to improve operational efficiency and effectiveness.
• Issue purchase orders or contracts as applicable after award approval.
• Keeps abreast of changes in policies, regulations, state and local laws, and directives to determine the best effect on overall operations.
• Provide training and develops solutions to contractual problems.
• Develop plans for accomplishment of assigned functions to meet priorities, deadlines and implementation of goals established by management.
• Assist City Departments in monitoring and maintaining assigned annual contracts for various services, goods, supplies, materials, equipment, and construction utilized by the City.
• Reviews and monitors small dollar procurements and develops possible new supply sources and possible new term contracts.
• Reviews supplier database and develops possible new supply sources; Handles unique and complex procurements and research assignments.

Knowledge, Skills and Abilities

• Knowledge of:
  
  • Procurement Laws and Regulations: Knowledge of state, local, and federal procurement regulations, including Florida Sunshine Law, and City procurement regulations.
  • Contract Management: Knowledge of contract development, negotiation, and management processes.
  • Vendor Performance and Compliance: Understanding of vendor performance monitoring and contract compliance.
  • Sourcing and Supplier Management: Knowledge of sourcing strategies, vendor selection, and supplier relationship management.
  • Business methods, market research, and procurement standard practices.
  • Various grades and qualities of, goods, supplies, materials, equipment, and construction procurement needed by the City.
  • Standard office procedures, practices, and equipment.
  • Consultant's Competitive Negotiations Act (CCNA) and Federal Emergency Management Agency (FEMA) regulations.
  • Market Research and Competitive Analysis: Ability to research market trends, analyze competitive bids, and source new supply options.
  • Public Procurement Processes: Familiarity with various procurement methods such as ITBs, RFPs, RFQs, and sole source procurement processes.
  • Governmental Procurement Systems: Knowledge of Florida State and intergovernmental procurement contracts and their application.

• Skilled in:
  
  • Write clear and concise specifications.
  • Microsoft Office Suite products to include Word, Excel, PowerPoint, and Outlook, to an intermediate degree of proficiency.
  • Time management: Organizing and allocating time to plan, execute, and follow-up on and complete tasks. Handle multiple tasks and prioritize workload.
  • Attention to Detail: High attention to detail when reviewing specifications, bids, contracts, and vendor performance to ensure compliance and accuracy.
  • Communication Skills: Excellent written and verbal communication skills, including the ability to express ideas clearly and concisely both orally and in written form, deliver training, and interact effectively with vendors and department representatives.
  • Analytical assessment: Strong analytical skills to assess procurement data, evaluate supplier proposals, and determine the most cost-effective solutions.

• Ability to:
  
  • Communicate effectively with internal and external customers.
  • Exercise discretion and judgment in performing procurement functions.
  • Identify issues in procurement processes and develop effective solutions.
  • Work independently with minimal supervision, meeting deadlines and maintaining a high level of productivity.
  • Learn and effectively utilize the City financial Enterprise Resource Planning (ERP) System and eSourcing Portal (IonWave).
  • Accurately follow and implement detailed written or oral instructions, ensuring tasks are completed in accordance with specified guidelines and requirements while maintaining high standards of quality and efficiency.
  • Establish and maintain effective working relationships with City officials, vendors, City staff, and the general public.

Minimum and Preferred Qualifications

• Bachelor's degree from an accredited college or university with a degree in business administration, contract management, or procurement or a closely related field required.
• Five (5) years of experience in the procurement of construction and services, goods, materials, and equipment government entity
• Possession of a valid State of Florida Class "E" driver's license
• PREFERRED QUALIFICATIONS:
  
  
  • Universal Public Procurement Certification Council (UPPCC) - Certified Professional Public Buyer (CPPB) certification and/or National Institute of Governmental Purchasing (NIGP)- Certified Procurement Professional (CPP) is strongly preferred, certifications from other accredited organizations may be considered.
  
  
  Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor's degree, and additional two (2) years in lieu of an associate degree.
  
  POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:
  
  Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:
  
  • Criminal Background Check
  • Employment Verification
  • Educational Verification
  • Certification/License Verification
  • Motor Vehicles Report (MVR) Check

Physical and Environmental Demands and Conditions:
The environmental conditions and physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Continuously remaining in a stationary position, often standing, or sitting for prolonged periods.
• Occasionally moving about within the immediate work area to accomplish tasks.
• Occasionally moving from one worksite to another.
• Continuously communicating with others to exchange information.
• Continuously operating a computer and other equipment using motions requiring manual dexterity or fine motor skills.
• Continuously assessing the accuracy, neatness and thoroughness of the work assigned.
• Continuously demonstrating the ability to observe details accurately and identify variances.
• Occasionally lift/carry objects weighing 20 pounds or less
• Occasionally push/pull objects weighing 20 pounds or less
• Continuously working in a normal office environment with few physical discomforts.
• Occasionally working in an area that is somewhat uncomfortable due to drafts, noise, temperature variation or the like.
• Continuously demonstrating regular in office or on-site attendance with ability for remote work assignment subject to supervisor approval.

The City of Boca Raton is an Equal Opportunity, Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.
BENEFITS SUMMARY
Full-Time Non-Bargaining Employees

ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service, and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.

Year of ServiceAccrual
0 to 5 full years8 hours per month
5 to 10 full years10 hours per month
10 to 15 full years12 hours per month
15 full years and over14 hours per month
CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.

SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:
Years of servicePercentage
Less than 2 full years0%
2 to 5 full years10%
5 to 10 full years20%
10 full years or more30%
Retirement (normal, early or disability)50%

HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.

CONTINUOUS SERVICE BENEFIT: As of December 1 each year - Paid during the month of December.

Year of ServiceBenefit
5 to 10 full years$600 annually
10 to 15 full years$800 annually
15 full years and over$1,100 annually

RETIREMENT PLANS: The two pension/retirement options are listed below:

• An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.
• An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.
• The two (2) options will be fully explained prior to an irrevocable selection.

Optional: 457 Deferred Compensation Savings Plan is available.

HOLIDAYS: 15 per year: 12 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.

FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State

TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City's Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.

MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.

EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna's Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.
01

Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and that your responses can be verified from information included within the application?

• Yes
• No

02

Do you possess and maintain a valid Florida driver's license - or are you able to obtain within thirty (30) days of hire?

• Yes, I have a valid Florida driver's license
• No, I do not have a Florida driver's license but can obtain within thirty (30) days of hire
• No, I do not have a Florida driver's license and cannot obtain within thirty (30) days of hire

03

What is the highest level of education that you have completed?NOTE: You must attach proof (diploma or degree or transcripts) of highest education completed with your application. Failure to do so may result in your application being marked as incomplete and removed from consideration.

• Less than High School
• High School Diploma or GED
• Trade or Vocational School
• Associates Degree or 60 credits of college courses
• Bachelors Degree
• Masters Degree
• Doctoral Degree

04

Please select your areas of studies.

• Closely Related Field
• Business Administration
• Contract Management
• Purchasing
• None of the above

05

If you choose closely related field for the above question. Please explain what area of study your education is.
06

Do you have experience developing and issuing procurement solicitations for services?

• Yes
• No

07

How many years of documented work experience do you have in the procurement of construction and services, goods, materials and equipment for a government or public agency?

• I have no previous experience
• Less than 5 years of experience
• 5 years of experience
• between 6 to 8 years of experience
• 8 years of experience or more

08

Please select all the certifications from the list that you currently possess.

• None
• Universal Public Procurement Certification Council (UPPCC)
• Certified Professional Public Buyer (CPPB) certification
• National Institute of Governmental Purchasing (NIGP)
• Certified Procurement Professional (CPP)
• Other

09

If you selected "Other" to the above question, please list the certifications from other accredited organizations you currently possess.
10

In the past 12 month period, approximately how many purchase orders did you issue?

• 1 - 100
• 100 - 200
• 200 - 300
• 300 - 400
• 400 +
• None

11

identify each of the procurement processes you have prepared and been responsible for the solicitation of.

• Small Dollar Purchases (no solicitation required)
• Request for Proposal (RFP) Projects in excess of $25,000 with an agreement
• Request for Quotation (RFQ)
• Invitation to Bid - (ITB) Projects in excess of $25,000
• CMAR construction manager at risk
• Request for qualifications
• invitation to negotiate (ITN)
• CCNA Consultant Competitive Negotiation Act
• None of the above

12

Have you prepared and been responsible for Request for Proposal (RFP) projects in excess of $25,000 with an agreement in your purchasing role?

• Yes
• No

13

Have you have prepared and been responsible for Invitation to Bid (ITB) projects in your purchasing role?

• Yes
• No

14

Please briefly describe your procurement/purchasing experience. What types of purchases were you responsible for managing? How long did you perform these duties?
15

Have you ever conducted evaluation committee meeting. Please explain?
16

Please identify the types of materials/equipment that you have developed and issued solicitations for. If none, please state "N/A".
17

Please briefly describe your construction procurement experience
18

Do you have experience developing and issuing procurement solicitations for services?

• Yes
• No

19

Explain your involvement in contract reviews?
20

Please identify the types of services that you have developed and issued solicitations for. If none, please state "N/A".
21

To be considered for employment with the City of Boca Raton, applicants must provide at least ten (10) years of continuous history. Did you account for the last ten (10) year period including all employment, periods of inactivity, school and/or retirement?

• Yes
• No

Required Question