Buying Team Leader Mentor

Introduction

This position may serve as a mentor and part of a Buying Team, or as a single resource serving as a mentor for buying team leaders/ members as a procurement subject matter expert for fire suppression or all-risk assignments; e.g., hurricanes, floods, etc.

Major Duties

• Advise and assist Buying Team Leader or Assistant/Deputy with workload assignments and staffing needs.
• Provide support for the Buying Team Leader to develop skillsets of communication, organization, and leadership to be successful in supervisory role.
• Review methodology for workload assignment with buying team leader. Identify team member characteristics that may factor into decision process and provide feedback to buying team leaders.  
• Review orders, waybills, and vendors’ invoices to assure that paperwork is complete, documented adequately, and copies are available for files.  Documents receipts with proper management/accounting code, resource order number, and signatures.  Files documents appropriately. For deficient areas, provide the buying team leader feedback to ensure improvement areas are identified and provide advisement for corrective courses of action.
• Work with the buying team leader to identify specific goals and areas for mentoring with the objective to further enhance performance.  
• Mentor the Buying Team Leader or Assistant/Deputy Leader in maintaining positive communication and that information flow is being maintained for areas like resource order status and any problems.
• Mentor the Buying Team Leader in establishing workload priorities.
• Review necessary documentation for property, commissary purchases, and Emergency Equipment Rental Agreements and provide feedback to buying team leader and members with efficiency opportunities, compliance, and best practice recommendations.
• Assist warranted Buying Team Members with the proper completion of Emergency Equipment Rental Agreements and provide coaching as needed.
• Mentor the Buying Team Leader to facilitate open communication practices with Buying Team Members and customers including dispatch, host agency and incident personnel.
• Mentor trainees in both Buying Team Member and Leader positions to ensure quality training assignments to build capacity within the agencies.
• Coach Buying Team Leaders and Members how to relay information to stakeholders the estimated time of departure (ETD) and estimated time of arrival (ETA) for shipments (e.g., for supplies, equipment from the Buying Team to the incident base) using a timely practice.
• Assist the Buying Team Leader with alternatives ways to address concerns with procurement, personnel, and communication to ensure a positive resolution.
• Mentor Buying Team Leaders with the monitoring of paperwork to ensure that members are completing daily.

Knowledge Required by the Position

• Knowledge of small purchase regulations in the Federal Acquisition Regulations, Department, and agency policy and regulations; knowledge of department and agency purchasing regulations, methods, procedures, and business practices to make purchases in accordance with governing regulations.
• Requires completion of S-260, Interagency Business Management.
• Previously held a position with delegated procurement authority (Warrant) and served as a National Buying Team Leader.
• Ability to coach and mentor Buying Team Leaders and Trainees to teach skillsets for successful and grow the critical shortage positions.
• Must be familiar with agency Incident Business Management Guidelines.

Supervisory Controls

Provide support and mentoring for the Buying Team Leader as he or she assigns work with standing instructions and objectives, priorities, and deadlines, and indicates special considerations or unusual requirements.

The incumbent assists the Buying Team Leader or Assistant with planning the manner in which assignments are to be carried out, and advises on how to handle problems and deviations in accordance with instructions, policies, previous training, and accepted procurement practices.

Guidelines

Guidelines include FAR Part 13, Small Purchases; FSAR Part 1, Complexity Requirements; and Exigency Requirements/Procedures.  These guidelines, coupled with written Department and agency policies, instructions, and operating procedures, cover the work to be done and the specific procedures required.

Provide support to Buying Team Leader in using judgment in selecting the most appropriate guidelines, references, and procedures relative to specific cases.  Provide historical content for rational based decision making within the fluid and high demand conditions of fire and all hazard incidents. For the members or stakeholders who are adverse to the decision provide support and coaching to the buying team leader on the best practice for a successful outcome.

Complexity

The work includes various duties involving different related processes and methods.  The incumbent makes a variety of non-competitive or competitive purchases.  The incumbent coaches the Buying Team Leader in making rapid choices, under pressure, such as whether to meet requirements by ordering against an existing agreement, or entering into a new agreement, etc.

Decisions as to what needs to be done involve various choices that require the incumbent to recognize the existence of and differences between various situations and assist the Buying Team Leader or Assistant with decision making

Actions to be taken differ in such things as the source of information, the kind of transactions, or other differences of a factual nature.

Scope and Effect

The work involves mentoring team throughout the process of purchasing goods, services, and equipment by executing specific rules, regulations, and procedures to meet the objectives of the incident.

Work products affect the ability of incident managers and other personnel to accomplish the mission.

Personal Contacts

The majority of contacts are with buying team personnel; however, some contacts are with individuals from outside the agency; e.g., with contractor representatives.

Purpose of Contacts

The purpose of contacts is to obtain, clarify, or give facts or information concerning procurement actions.

Physical Demands/Work Environment

The work is primarily sedentary, but some physical exertion is occasionally required; e..g., some standing, walking, bending, sitting, traveling, and working extended hours.