Purchasing Coordinator

Purchasing Coordinator

The Purchasing Coordinator facilitates the purchase of commodities, goods and services necessary to support Village-wide operations at the lowest cost consistent with considerations of quality, source reliability and urgency of need based on the Village's Purchasing Policy. An employee in the classification prepares and evaluates invitations to bid, requests for proposals, and price quotations and works to ensure vendors comply with all contract specifications, terms and conditions. This position acts as the liaison between Village Departments and vendors to assure fulfillment of contracts. Work is performed under the direction of the Public Works Director and Deputy Village Manager.

Essential Functions

• Exercises direct contact with Department Directors or their designees to discuss and project annual purchasing needs for their respective areas. Provides support to employees and Department Directors regarding budget and purchase information related to contracts, emergency and repair information, current industry practices and standards.
• Maintains relations with and analyzes alternate source contracts resulting from other agencies and / or cooperative groups to determine if they are to the advantage of the Village. Remains up to date with current legislative requirement, governmental contracts, cooperative bids, training opportunities, and industry practices which may benefit the Village.
• Utilizes outside resources including State and other municipal contracts to determine the most cost effective purchasing method.
• Creates and transcribes bids, quotes, work orders, RFP's, Notices of Award, Notices to Proceed; solicits by advertising in applicable newspapers and / or by adding them to the third party software and the Village's website; sends notices for opening dates and times.
• Prepares written specifications that will best serve the interests of the Village, ensuring adherence to specifications that are definite, certain, and which permit free and open competition.
• Oversees the competitive solicitation process to include :

Creating the competitive solicitation document;

Minimum Qualifications

Physical / Environmental Requirements

PHYSICAL REQUIREMENTS Tasks involve the ability to exert slight physical effort in sedentary to light work but may involve some lifting, carrying, pushing, and / or pulling of objects and materials of light weight (5-10 pounds). ENVIRONMENTAL REQUIREMENTS Work is performed in normal office conditions with infrequent exposure to adverse environmental factors.