This position is a key member of the Business Office team and is responsible for executing day-to-day procurement and accounts payable activities which include collaboration with institution divisions, suppliers, contract review, negotiations, procurement card audit, and processing of vendor payments. The buyer serves as the link between Huntington divisions and suppliers to ensure a seamless flow of goods and services to support institutions demands and expectations. Working under the supervision of the Director of Budget and Special Projects, the buyer will also assist with developing purchasing, and disbursement policies and procedures, perform requests for proposals, vendor analysis and reporting. Will perform daily operations of the accounts payable process as an assistant and back up to the Accounts Payable clerk.

Essential Functions

Procurement responsibilities could cover a broad range of categories, including goods, services, professional services, and independent contractors. Must have a basic understanding of the general procurement process, including complex bid solicitations, deliverable schedules, and e-procurement ordering and payment systems.
Research and source hard to find items, solicit and analyze quotations and evaluate supplier proposals on price, product, and service.
Perform research and analysis on the services requested, maintaining adequate knowledge of the industry, trends, and product information. Provide pricing and proposal guidance to the internal customer based on market pricing and/or trends; gaining subject matter knowledge through research and past experience.
Understand the various elements in a contract with the ability to draft, discuss, and negotiate contract elements including the general Terms and Conditions, unique specification and pricing. Must be able to format deliverable schedules, payment terms, and other commercial elements into a contract for the majority of requested projects.
Provide strong service, and support to the Business Office, other Huntington team members, and suppliers. Communicate effectively to all levels of the internal and external organization on proposal, and supplier information. Provide guidance to division staff and assist with vendor problem resolution. Keep in contact with appropriate personnel to ensure satisfactory operations, maintain consistent communication, and build strong business relationships.
Maintain a database and file of all active contracts, including consulting agreements, independent contractor questionnaires and agreements, equipment and maintenance contracts.
Perform year-end review of contracts, and licensing agreements for renewal or renegotiation; negotiate contracts and price agreements to enhance cost savings and quality of service. Produce reports in a timely manner with the ability to present these reports to management.
Ensure purchases and disbursements comply with internal and external requirements and regulations as well as good purchasing practice; provide information to staff on Huntington policy and procedures related to purchasing and disbursements.
Assists Accounts Payable Clerk with day-to-day preparation of invoices for payment, including review of fund availability, division signature approvals, and sales tax review.
Reviews check requests for appropriate business justification, and supporting documentation prior to processing payment. Includes obtaining invoices, W-9 forms, contracts, etc.
Data entry of invoices into the general ledger system for payment.
Monthly, audit the procurement card statements for receipt submission, sales and use taxes, and supervisor approvals.
Assist with the processing of new procurement card requests, replacement cards and various procurement card administration.
Assists the Accounts Payable clerk with maintenance of all expenditure signatory lists for Huntington divisions.
Prepare and provide annual audit schedules as required.
Assist with preparation of calendar year-end tax reporting, such as 1099s, 1042S, and 592B.
Analyze vendor activity, prepare and present reports on potential institutional cost saving opportunities.

Perform other related duties incidental to the work described herein. The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Qualifications

Bachelor’s Degree (Business or related field preferred)
Knowledge of procurement regulations, and practices
Basic accrual bookkeeping knowledge
ERP system knowledge
Strong communication (written & verbal)
Exceptional time management, organization, and prioritization skills
Superior customer service and adaptability to changing requirements
Outstanding conflict resolution and ability to effectively work in a team environment
Strong relationship building and collegial approach to working with constituents
Excellent analytical & research skills
Proficient in Microsoft Office Suite products (i.e. Word, Excel, Outlook)

Experience

5 years minimum related experience.

Working Conditions

Normal busy, pressured business office environment; much work performed on personal computer.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of employees in this job.

How to apply
Complete an Application

Submit an employment application, cover letter, and resume:

By email to jobs@huntington.org and include JOB NUMBER 011-16 in your cover letter and email subject line.

By mail or in person to

The Huntington Library, Art Collections, and Botanical Gardens

1151 Oxford Road

San Marino, CA 91108

Please include JOB NUMBER 011-16 on your application.

Only one set of application materials is necessary. Employment applications are available at www.huntington.org or in The Huntington’s Visitor Reception area from 8:30 a.m.- 4:30 p.m. Monday through Friday.