TITLE: Purchasing Buyer

DEPARTMENT: Purchasing

REPORTS TO: Purchasing Director

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

EMPLOYMENT STATUS: Full-Time

EMPLOYMENT CLASSIFICATION: Exempt

JOB SUMMARY:

Under general supervision, the Purchasing Buyer reviews and processes procurement requests to ensure compliance with university purchasing procedures and the Kentucky Model Procurement Code. This position supports competitive and non-competitive purchasing processes, assists with vendor relations, and maintains procurement records. The role requires routine use of discretion and independent judgment and may involve collaboration with departments and external vendors to resolve purchasing and compliance-related issues.

ESSENTIAL JOB FUNCTIONS:

Reviews, approves, and processes requisitions and small purchase orders to ensure alignment with university purchasing policies and the Kentucky procurement code.
Prepares and assists with bids, requests for proposals (RFPs), and quotes, including specifications, comparative analyses, and justification documents.
Coordinates with vendors and internal departments on procurement status, policy questions, or conflict resolution.
Conducts market research to identify sources of supply and advise on cost-effective purchasing alternatives.
Participates in bid openings and evaluations for solicitations, including quotes, bids, and RFPs.
Reviews and evaluates contracts, negotiates changes, issues award letters and purchase orders, and verifies sole source documentation.
Maintains purchasing records, files, reports, price lists, and vendor communications in accordance with audit and institutional standards.
May assist in tracking shipping and delivery schedules, inventory levels, vendor back orders, or pricing discrepancies.
May validate, reconcile, and submit documentation for receiving reports, vendor invoices, and other payment-related paperwork.
Ensures procurement activity is accurately documented and retains all required records for auditing and regulatory purposes.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Knowledge of institutional procurement policies and the Kentucky Model Procurement Code.
Ability to prepare, analyze, and evaluate bids, quotes, and RFPs in compliance with state and university standards.
Records management and documentation skills.
Strong interpersonal and verbal communication skills for working with internal departments and external vendors.
Critical thinking and problem-solving skills.
Ability to analyze and resolve procurement issues, including pricing, delivery, and vendor compliance.
Negotiation and conflict-resolution skills.
Knowledge of contract principles and cost analysis techniques.
Ability to work with confidential or sensitive information using discretion and judgment.
Proficiency in office productivity and procurement software systems.
Ability to manage multiple procurement processes while meeting deadlines and compliance standards.

SUPERVISORY RESPONSIBILITY:

This position does not have supervisory responsibility.

OTHER DUTIES:

Performs other related duties as assigned to support the mission and operational needs of the Purchasing Department.

QUALIFICATIONS:

Education: Successful completion of at least 60 credit hours of college-level coursework from an accredited institution.
Experience: At least three (3) years of progressively responsible experience in procurement, purchasing, or related administrative support.

PREFERRED QUALIFICATIONS

Associate’s or bachelor’s degree in Business Administration, Finance, Supply Chain, or a related field.

Experience working in a higher education or public sector procurement environment.
Familiarity with enterprise resource planning (ERP) or eProcurement systems.

Licensing and Certifications:

Certification such as Certified Professional Public Buyer (CPPB) or Certified Purchasing Professional (CPP) is preferred but not required.

WORKING CONDITIONS:

Work is primarily performed in a standard office setting with extended periods of computer use.
Minimal physical effort required (e.g., walking, standing, light lifting).
Little to no exposure to occupational hazards or environmental risks.

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa

Internal candidates are encouraged to apply.

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.