Purchasing Coordinator

The Purchasing Coordinator performs technical and administrative procurement support work and assists with various aspects of the procurement cycle. This position assists City departments with vendor communication, provides guidance on purchasing procedures and supports purchasing activities to ensure that goods and services are obtained in compliance with City purchasing policies, applicable laws and procurement best practices.  Work is performed under the general supervision of the Purchasing Manager.

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.

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.

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.

Salary : $23 - $26