What are the responsibilities and job description for the Purchasing Coordinator position at City of Longwood, FL?
Description
Examples of Duties
Essential Functions: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.
Reviews and processes requisitions, purchase orders, and other routine transactions from City departments for compliance with purchasing policies.
Assists departments with the development of specifications, scopes of work, and procurement documentation for goods and services.
Assists in the development, posting, and documentation of competitive solicitations Invitations to Bid (ITB), Requests for Proposals (RFP), Requests for Qualifications (RFQ), and Requests for Quotes; including preparing solicitation documents, evaluation materials, and maintaining procurement records; coordinate solicitation postings, vendor communications, and timelines; participate in bid openings and assist with bid tabulations.
Assists in reviewing vendor submissions for compliance with solicitation requirements.
Assists with preparing and administering purchasing contracts, amendments, and renewals.
Serves as a liaison between vendors and City departments regarding procurement issues, including pricing, delivery schedules, and resolving discrepancies; support the review and processing of sole-source requests and emergency purchases.
Researches and identifies potential suppliers and sources for goods and services to support competitive procurement and best value purchasing.
Maintains procurement records and documentation in line with public records laws and retention requirements; manage vendor master records in the City’s financial and purchasing systems; prepare purchasing reports, correspondence, and spreadsheets.
Assists in the administration and monitoring of the City’s purchasing card program, including coordinating with cardholders, conducting compliance reviews and providing training and process improvements.
Assists with fixed asset tracking, inventory records, asset tagging, monitoring asset movement, and coordinating the disposal of surplus or obsolete property.
Serves as a resource to City staff on procurement processes and systems; assist with employee training on purchasing policies and compliance; recommend process improvements to enhance procurement efficiency.
Tracks contract expiration dates and coordinates contract renewals or re-solicitations.
Performs general tasks, which may include making copies, sending/receiving faxes, filing documentation, processing incoming/outgoing mail, mailing packages, or delivering documentation to other offices.
Performs customer service functions in person, by telephone, or by mail; provides information or assistance regarding department services, activities, forms, procedures, fees, or other issues; receives and/or disseminates documentation; responds to routine questions, researches problems, and initiates problem resolution; refers problems to appropriate personnel.
Maintains effective working relationships with City staff, vendors, and the public; support records retention and public records compliance.
Assists as needed with the Finance and Utility Billing divisions.
Follows and enforces safe working practices and has a working knowledge of safety practices and procedures in accordance with the City’s Safety and Health Program.
All employees serve an essential role in the City’s disaster preparation and/or disaster recovery efforts, as may be designated by the City’s Emergency Manager.
Additional Duties:
Performs related tasks or other duties as required or assigned.
Minimum Qualifications
Associate’s Degree in public administration, business, purchasing, accounting, finance, or a closely related field supplemented by two (2) years of experience in purchasing/procurement, accounting, finance, or a related administrative position.
OR
Bachelor’s Degree in public administration, business, purchasing, accounting, finance, or a closely related field supplemented by one (1) years of experience in purchasing/procurement, accounting, finance, or a related administrative position.
OR
High school diploma or equivalent supplemented by four (4) years of experience in procurement, accounting, finance, or a related administrative position.
Experience working within a governmental environment is preferred.
Must have or be able to complete ICS 100 and 700 courses within six (6) months of hire.
Supplemental Information
Special Requirements
Intermediate knowledge of local, state, and federal rules and regulations of government procurement.
Skill in performing routine to moderately complex mathematical computations and tabulations accurately and efficiently; intermediate level business mathematics, including addition, subtraction, multiplication, division, percentages and decimals.
Ability to communicate professionally verbally and in writing.
Ability to establish and maintain effective working relationships with internal and external customers, to maximize performance creativity, problem-solving, and results.
Ability to use independent judgement for the purchase of commodities relative to quality, price, and delivery, to organize and expedite orders.
Ability to organize work, prioritize, meet established deadlines, follow up on assignments with minimum direction and maintain focus when emergency or urgent requests occur.
Ability to interpret a variety of instructions in written, oral, or schedule form.
Technical Requirements
Working knowledge of standard office equipment and technology, including digital tools and programs required to perform job duties.
Working Conditions
The duties of this job include physical activities such as stooping, kneeling, standing, reaching, walking, lifting (up to 20 pounds), grasping, talking, and hearing/listening, seeing/observing, and repetitive motions.
The majority of work is performed in an office setting; and employees may remain in a seated position for extended periods of time.
*This position is open until filled*
Disclaimer
The City of Longwood is an Equal Opportunity Employer. In compliance with The Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with the employer.
Health Insurance - The City offers three health plan options through United Healthcare.
Flexible Spending - The City offers two Flexible Spending plans; a Health Care Flex Spending and a Dependent Care Flex Spending.
Dental Insurance - The City offers two dental options through Guardian. One option is a DHMO option which requires you to designate an in-network provider. The other option is a PPO options which give you the freedom to use in- and-out of network providers. You can access the dental provider's network and find a dentist near you at www.guardianlife.com.
Vision Insurance – The City offers a voluntary vision plan through United Healthcare Vision.
Employer Paid Basic Group Life and AD&D Insurance - The City of Longwood provides you with $50,000 of life and AD&D insurance. Teamsters and IAFF positions may have additional life insurance provided.
Optional: Employee Group Life and AD&D Insurance - You are also able to purchase additional life and AD&D insurance through the City. As a new hire, the guaranteed issue amount for employees to enroll is up to $100,000, up to $25,000 for your spouse and up to $10,000 for your child(ren). Employees are eligible for up to 5x your earnings to a maximum of $500,000. Your spouse is eligible for 50% of your coverage amount. Coverage over the guaranteed issue requires an Evidence of Insurability form.
Employer Paid Long Term Disability – At no cost to you, as a new hire, you are automatically enrolled in this benefit.
Aflac Voluntary Benefits - Through Aflac you will be able to enroll in Short-term Disability, Accident, Cancer or Critical Illness coverage, more information on how these plans work are available through www.aflac.com
Nationwide Pet Insurance - Nationwide pet insurance helps you cover veterinary expenses so you can provide your pets with the best care possible—without worrying about the cost. https://benefits.petinsurance.com/longwoodfl
PENSION
The City provides a Defined Contribution Program through Florida League of Cities; all regular full-time employees are automatically enrolled in this benefit. The City makes a 10% contribution to general employees' pension plan.
The City contributes to the Teamsters (Police), and IAFF employees' pension plan and employees contribute 1% of their salary.
Deferred Retirement - Full-Time regular employees have the option of joining a 457 Deferred Retirement Plan in addition to the Employees' Pension Plan.
Employee Assistance - The City recognizes that personal problems and family member problems can affect work performance and quality of life in general. In an effort to provide support and assistance to employees and dependents, the City is providing this confidential program without cost to employees. Professional consultations cover financial matters, family communications, stress, alcohol/drug problems, emotional/psychological distress and legal problems.
Vacation Leave - The City provides annual paid vacation time off work to eligible full-time employees to allow for rest, recreation and personal activities. Vacation entitlement is based upon service credit.
Sick Leave - Regular full-time employees accrue (8) hours per completed month paid sick leave. Sworn firefighters accrue (12) hours per completed month paid sick leave. Sworn police officers accrue (8.4) hours (equivalent to the number of hours in a scheduled work shift).
HOLIDAYS
Labor Day
Salary : $25,000 - $500,000