Purchasing Coordinator

Job Title :

• Purchasing Coordinator POSITION SUMMARY Under the general supervision from the Procurement Manager, the Purchasing Coordinator performs a variety of technical procurement and related services within the City’s purchasing division; review purchase orders, purchase requisitions, bids, specifications, and invoices for accuracy and appropriateness; coordinate the purchase of supplies, materials, equipment, and services in order to support and enhance the delivery of City services; monitor contracts to ensure compliance with purchasing and related requirements; prepare and maintain a variety of purchasing related records, files, lists, and forms; respond to inquiries and provide information regarding purchasing activities,; and performs other work as required.
• MAJOR DUTIES AND RESPONSIBILITIES include the following.
• Other duties may be assigned.
• Purchase supplies, materials, equipment and services in accordance with the City’s purchasing ordinance, policies and guidelines and consistent with the requester’s specifications.
• Coordinating purchasing activities with other departments within the city to ensure consistency in approach, terminology, and implementation.  Ensures all invoices are processed correctly and on time.
• Contact supplier / vendors to obtain competitive price bids; determine availability, terms and delivery schedule regarding specific requisitions; evaluate quote / terms; and recommend action.
• Serve as a resource to all City staff regarding all aspects of the purchasing process; advise on purchasing policies and processes; assist in the preparation of specifications and purchase orders, research specialty products and / or services; gather data and providing alternatives.
• Write requests for proposals in accordance with City’s purchasing policies and guidelines and consistent with requester’s specifications; provide supporting documentation and necessary back-up information; distribute to appropriate and approved vendors; monitor the receipt of responses to ensure timeliness and adherence to bidding process.
• Make sure all invoices have the required coding and approval by each department before payment is disbursed Assist in training City staff in all facets of Purchasing policies, procedures, and processes / systems; review requisitions and purchase orders to ensure completeness and compliance with City policies; develop and / or modify forms and processes for maximum efficiency and effectiveness.
• Coordinates or assists with the preparation of solicitation documents, the posting of project advertisements, the coordination of meetings, the handling of bid openings and the routing of contracts for execution / award as required by team member or supervisor.
• Prepare a variety of staff reports, memoranda, correspondence, spreadsheets, and reports to facilitate communications and understanding of Purchasing policies and process.
• May prepare reports for team, division, or department.
• Handles special projects of an administrative or operational nature as assigned.
• Performs related duties as assigned MINIMUM QUALIFICATIONS Associates degree in business administration, procurement, or related field with five (5) years' experience in purchasing and / or contract administration.

HIGHLY PREFERRED :

OTHER REQUIREMENTS May work an adjusted schedule for assisting in events occurring after 5 :