Job Title: Buyer
Location: Stow, MA 01775
Type: 8 months contract
Job Summary
Seeking an experienced Buyer to manage the procurement of commodities and services for various units within the Department of Fire Services (DFS). This role is critical for ensuring that all purchases comply with established policies, procedures, and state regulations, from initial request through invoicing and payment.
Key Responsibilities
- Procure commodities and services for various units, reviewing requests to ensure purchases comply with all relevant policies and regulations.
- Ensure proper contract reference by determining if purchases are covered by statewide, departmental, or GSA contracts.
- Research competitive pricing and resolve any procurement problems with both staff and vendors.
- Prepare encumbrance documents for approval by accurately entering data into CommBuys/MMARS and local databases.
- Place orders with vendors and ensure the correct receipt, quality of the product, and timely invoicing.
- Review invoices prior to payment and submit them to Accounts Payable (AP), ensuring payments are processed against correct encumbrance documents and lines.
- Prepare written documentation, including bids, quotes, and award notifications, detailing goods and services, costs, and delivery dates.
- Obtain information concerning materials, supplies, equipment, and services by contacting vendors, other state agencies, and reviewing technical specifications.
- Periodically reconcile expenditures and encumbrances with contracts, resolving any discrepancies and escalating problems to the supervisor with identified solutions.
- Assist in the preparation of bids for commodities not on contract, review and evaluate bids against criteria, award contracts, and process contract renewals.
- Keep up-to-date on buying policies, procedures, and commodities through research, reviewing technical literature, and attending relevant events.
- Monitor MMARS for procurement glitches, notify the supervisor of issues, and maintain vendor files and databases.
Required Skills & Qualifications
- 2 years of required knowledge in the principles and practices of public purchasing.
- 2 years of experience using Microsoft Word (including mail merge) and proficiency in Excel and Access.
- Ability to communicate effectively in oral and written expression.
- Ability to assemble items of information in accordance with established procedures.
- Ability to understand, apply, and explain agency laws, rules, regulations, policies, procedures, standards, specifications, and guidelines.
- Ability to adjust to changing situations to meet changing program or production requirements.
- Ability to work independently.
