What are the responsibilities and job description for the Purchasing and Contracts Coordinator position at Leon County Sheriff's Office?
This position performs high-level administrative work in support of the law enforcement and corrections functions of the agency. This position reports to the Purchasing and Contracts Manager. The majority of duties involve reviewing purchase requests, conducting research, managing vendor relations, liaising with vendors and agency staff, market and cost analysis, administering purchasing and contract files and records, facilitating and supporting the competitive solicitation process, and assisting customers with purchasing and contract-related issue resolution. This position adheres to the agency’s core values of honesty and integrity, accountability, teamwork, trust and respect and commitment to excellence. To be successful in this position, the employee must demonstrate competency in data entry and retrieval skills, time management skills, intermediate computer skills, general communication skills (both written and oral), interpersonal skills, customer service skills, problem solving skills and accounting skills. Starting with a salary above the minimum may be considered for exceptionally well-qualified candidates.
- Review requisitions for compliance with the Agency’s purchasing and financial policies and procedures, coding, and available budget, and work with the Fiscal Clerk to ensure purchase orders are issued.
- Work with Finance Division staff to monitor financial expenditures and encumbrance balances as well as coordinate reporting of contract and grant performance and expenditures, as needed.
- Conduct high-level analytical market research including cost and price analysis.
- Draft contracts and agreements from scope of work, quote, or solicitation documents provided by LCSO program areas.
- Enter approved contracts, grants and agreements into DocuSign for review and execution.
- Provide timely and accurate financial information or a summary of contract accounting activities to maintain a sound financial control environment.
- Maintain an accurate and up-to-date tracking system for contracts and grants, as directed by the Purchasing and Contracts Manager.
- Track critical contract and grant deadlines to maintain compliance and meet agency needs.
- Assist in providing LCSO Accreditation unit with proof of compliance documentation as directed/required, ensuring that the documentation is accurate, complete, and meets the accreditation requirements for proof of compliance.
- Assist in creating and maintaining procedures and job aids for LCSO staff related to contract administration, contract management, grants and purchasing.
- Liaise with agency staff and vendors to build relationships, resolve issues and disputes, and maintain the vendor records.
- Support and facilitate the competitive solicitation process ensuring compliance with applicable standards.
- Review encumbrance and other payable reports and track status of purchase orders, working closely with Budget and Accounts Payable.
- Research grant or special revenue opportunities for the purpose of obtaining additional funding resources for both current and proposed services and programs.
- Ensure completion of assigned grants (budget changes, extensions etc.); coordinate the submission of all grant reports and required documentation by deadline dates.
- Identify departmental efficiency opportunities and share with Management to improve technology systems and/or processes.
- Verify vendor’s debarment listing on SAM and ensure all contracts and purchases are issued to eligible vendors/sub-recipients; no contracts are issued to sub-recipients that are listed on the debarment and suspension listing.
- Support overall organization goals, priorities, and requirements, ensuring compliance with laws and regulations.
- Communicate with the Purchasing and Contracts Manager and Finance leadership on the status of completing critical due dates and notify if any challenges have arisen in meeting approaching critical due dates.
- Continuously improve knowledge and skills by participating in training classes and seminars designed to enhance leadership skills, knowledge, and abilities or to fulfill specific job specific requirements and to keep abreast of changes in purchasing and contracting policy and best practice.
- Ability to work closely with others as a team.
- Ability to effectively communicate both orally and in writing.
- Ability to provide professional customer service skills to the public and agency members.
- Ability to prepare and present clear, accurate, concise, and objective written and oral reports.
- Ability to effectively manage and maintain accurate records within agency systems and produce accurate and useful reports.
- Ability to meet requirements and maintain required licensures and certifications as well as agency required in-service training.
- Ability to perform well under Ability to adhere to the standards and principles of the agency's core values and professionally represent the agency.
- Ability to report to work timely, consistently and as scheduled.
- Ability to perform all functions of the job classification without posing a direct threat to the health or safety of other individuals in the workplace.
- High School Diploma or GED required; AND
- Bachelor’s Degree in a business or financial field; AND
- Five (5) years of professional experience performing budgeting, accounting, purchasing, contracting, or grant administration functions; OR
- Equivalent combination of education and/or experience sufficient to successfully perform the essential duties of the job as those listed above; AND
- Proficiency with Microsoft Office Suite (Outlook, Word, and Excel) required; AND
- Purchasing, contracting, budgeting, grant, or accounting experience within a governmental environment preferred.
- Duties are performed in an office environment.
- Duties often performed sedentary at desk for long periods of time with limited walking.
- Must be able to lift, push, carry or pull a minimum of 25 lbs. independently.
- Work is generally performed during normal business hours although the incumbent may be required to work on any schedule that fulfills the needs of the position.
- Extensive use of desktop computers is required.