Buyer and Incidental Buyer - 202

All purchasing staff (buyers) must have the appropriate and sufficient level of knowledge of procurement laws, policies, procedures, and procurement practices.

Buyer

A position with procurement office oversight whose primary role is to carry out the day-to-day procurement functions on behalf of the department.

Your roles and responsibilities include, but not limited to:

1. Perform the day-to-day purchasing and contracting activities.
2. Interface, communicate, and report to the lead staff and/or PAC.
3. Mentor less experienced purchasing staff.
4. Be knowledgeable of procurement laws, regulations, executive orders, policies, procedures, best practices, and the State Contracting Manual (SCM).
5. Maintain the procurement file and related documentation.
6. May be assigned signature authority to execute smaller dollar value contracts.

Recommended positions are:

Qualified clerical, analytical, or technical staff person as selected by the department.

Incidental Buyer

A position within a program that does not have the primary responsibility to purchase on behalf of the department though may occasionally purchase a minimal amount of goods or services.

Fiduciary Responsibility

Buyers have a fiduciary responsibility to California’s citizens and taxpayers to protect the state’s interest as a whole, to place the state’s interest above their interests, to safeguard the state's resources.

The person signing the purchase document certifies, on personal knowledge, that the contract for purchasing the items specified is issued in accordance with the procedures prescribed by the laws governing the purchase of such items for the State of California and is fully compliant with all legal requirements.

Responsibility over Public Funds

Buyers involved in procurement activities are either directly or indirectly spending public funds and subject to public scrutiny.

Consequently, buyers specifically are reminded to:

• Act responsibly.
• Conduct business honestly.
• Avoid wasteful and impractical purchasing practices.
• Avoid real or perceived conflicts of interest when conducting business on the state’s behalf.
• Advise others of acceptable business practices, conflicts of interest and respected standards of ethical and moral behavior during any procurement activities involving their participation.
• Seek to maintain and continuously improve their professional knowledge, skills and abilities.

Watchdog

Buyers also act as a caretaker and/or watchdog over the procurement process, ensuring the needs of the department are met within state laws, regulations, executive orders, policies and procedures, while maintaining impartiality, allowing for open competition, reducing waste, preventing improper activities and avoiding conflicts of interest before, during and after the procurement process.