Purchasing Coordinator & Courier

Leadership by Values

• Establish and maintain a high level of citizen confidence and support.
  
• Constantly discuss and refine team members’ core values to inspire them to achieve our shared values and shared purpose, vision, and mission.
  
• Establish and maintain exceptional relationships with all internal team members and external stakeholders.
  
• Create a work atmosphere that is safe, healthy, secure, and is conscious of work-life balance as well as the Park District’s goals.
  
• Support and ensure a culture of diversity, equity, inclusion and belonging exists in all areas of the Rockford Park District.

Operational Excellence

Purchasing

• Acts as a technical advisor and resource person to District staff, department and facilities regarding purchasing procedures, quality of supplies, goods and equipment, the modification of purchasing specifications and the standardization of equipment and supplies.
  
• Purchase materials, supplies, equipment, and services according to District policy and rules, and state and federal laws; research and develop sources of supply and specifications for the goods, materials, services, supplies, and equipment used by the District; keep informed of market conditions, and seasonal variations that affect the purchasing program.
  
• Communicate with vendors in a variety of methods and negotiate to secure competitive quotes and sealed bids for materials, services and contracts needed for the Park District. Compare and analyze quotations and bids and recommend the award of contracts.
  
• Manages service contracts that are assigned, renewal of information and updated service contracts in ERP.
  
• Coordinates with internal customers to source materials and services.  Assist staff in developing purchasing strategies, including ideas that identify opportunities for cost savings and improved products/services, supplier management and business processes.
  
• Generates effective communication, good relations, and a positive image with suppliers and internal customers promoting courtesy, objectivity and fairness.
  
• Assist with golf inventory as needed.
  
• Completes special projects as assigned 

Central Stores

• Coordinates delivery route to deliver requested stock items and mail in a timely manner
  
• Issue stock items requested by walk-in customers
  
• Maintains accurate inventory records by entering daily, all orders for facilities into the inventory software
  
• Evaluates items in stock and reports to Purchasing Manager order quantities
  
• Makes recommendations for additions to or the discontinuing of inventory items based on feedback from internal customers and movement of inventory.
  
• Receives deliveries and allocates space on shelves to maintain orderly storage of stock.
  
• Receives all vendor deliveries into inventory software.
  
• Coordinates the return of items
  
• Assists with physical inventory; mid-year and end of year.
  
• Assist with food and beverage transfers if needed.
  
• Assist with other deliveries as directed by the Purchasing Manager

Customer Satisfaction

• Routinely correspond with internal/external customers regarding project status, purchases, policies, etc.

Teamwork

• Assist staff in developing purchasing strategies, including ideas that identify opportunities for cost savings as well as improved products/services, supplier management and business processes, analyzing purchasing patterns as well as preparing/performing cost studies and analysis.

Compliance

• Maintains a working knowledge of department safety procedures.  Attend safety training programs and educational in-service trainings as required.
  
• Maintains operational and legal files of the District’s fuel storage tanks in accordance with all federal and state environmental regulations.

Documents/Reports

• Codes P-Card transactions on a timely basis.
  
• Coordinates purchase order activities; place and expedite orders; review requisitions for accuracy; verify information related to price, product quality, service, and delivery; makes recommendations if needed to department requisitioning goods/services, perform purchase order entries as needed; resolve purchase order problems and conduct follow-up activities as necessary to finalize purchase order transactions.