What are the responsibilities and job description for the Purchasing Coordinator position at City of Henderson Kentucky?
CITY OF HENDERSON, KENTUCKY
CLASSIFICATION SPECIFICATION
CLASSIFICATION TITLE: PURCHASING COORDINATOR
PURPOSE OF CLASSIFICATION
The purpose of this classification is to provide purchasing, secretarial, administrative, and operational support to assigned department, and if required, to supervise the work of clerical staff.
ESSENTIAL FUNCTIONS
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
•Answers telephones, greets visitors, and responds to inquiries/complaints; provides information, takes/relays messages, or directs visitors/callers as appropriate.
•Coordinates and schedules meetings and appointments; makes travel and hotel reservations as needed; maintains monthly calendar.
•Provides training to new employees on the purchasing process, procedures, and software. Provides direction, technical assistance and guidance as needed.
•Stays current with and operate a computer with software required to perform essential functions of the position.
•Assist the Asst. Finance Director in developing procedures related to purchasing activities of the City.
•Provide information and assistance to departments regarding purchasing issues.
•Review invoices to ascertain accuracy, proper accounting, and conformity with quotes and expense classification.
•Maintains contact information of supply sources that includes catalogs, price lists, and related information.
•Prepare or complete various forms (W-9), reports, correspondence, bid specifications, bid schedule, or other documents.
•Assist in the coordination of the bid and quote process.
•Submits, emails, or mails requests for bids/quotes to vendors or service providers.
•Prepares bid advertisement for the local newspaper.
•Assistance in the opening of bid packages in public setting, including the reading aloud the bids.
•Assists the Asst. Finance Director in reviewing and analyzing bids/quotes.
•Enters new vendors and their payment information to the software system.
•Works with new employees on the payroll payment process.
•Maintains a detail record of all City credit cards (Shell, Walmart, Lowe’s, etc.) including correspondence with the issuing bank.
•Assist the Asst. Finance Director in the completion of credit applications.
•Reconciles the City-provided and optional insurance statements. Works with Human Resources to make needed adjustments.
•Types correspondence, letters, schedules, files, and other documentation; files, distributes, or transmits as appropriate; transcribes information from tape recording or other mechanical recording device.
•Creates and maintains spreadsheets and databases; enters and retrieves information; and gathers, reports and/or forwards information upon request.
•Prepares or processes a variety of forms, training applications, invoices, citations, lists, dispositions, reports, logs, budget folders, claim vouchers, purchase orders, or related materials; files, distributes, or transmits as appropriate.
•Reviews, corrects, and forwards all reports, code complaints, and violation letters, purchase requisitions, claim vouchers, accident reports, or related documentation prepared by clerical staff.
•Prepares a variety of administrative and/or operational reports.
•Collects data for payroll preparations; audits payroll forms, logs and updates data as appropriate, and files related forms; maintains department personnel files; may balance insurance invoices with payroll register.
•Communicates with vendors regarding purchases and/or invoices; reviews purchase requests and invoices; verifies receipt of items; may assign account numbers, obtain price quotes, and make recommendation regarding purchases; may type specifications and request formal bids for capital expenditures; may monitor budget line items and inform supervisor of status.
•Transcribes interviews, confessions, witness statements, and investigators’ narrative; prepares documents for court cases; monitors radio traffic and responds as needed; notifies agencies when rescue team is not available for immediate response; orders additional manpower, equipment, and other agencies during multi-alarm incidents.
•Collects, distributes, audits, and processes payroll vouchers; audits payroll totals and transmit payroll for approval; performs a variety of banking duties, such as depositing funds, signing stop payments, and picking up CD’s, signature cards, and statements.
•Maintains petty cash; performs a variety of purchasing tasks such as preparing bid forms, placing media ads, assembling bid packets, recording bids, attending bid openings, comparing prices, receiving, copying, and transmitting quotes, and mailing bid acceptance letters; rents spaces in city leased parking lot, responds to complaints from renters, and processes necessary documentation.
•Designs and produces computerized forms, reports, and/or tests.
•Initiates work orders.
•May place media advertisements.
•May answer, relay, and respond to radio calls with field personnel.
•Performs a variety of general office duties, such as filing, typing, faxing, and performing data entry tasks.
•Maintains regular and predictable in person attendance during regular business hours of the City of Henderson is required.
•Must undergo and successfully complete drug test and alcohol screening prior to employment and undergo and successfully complete future drug test and/or alcohol screening pursuant to the City’s Drug and Alcohol policy.
ADDITIONAL FUNCTIONS
Performs other related duties as required, necessary, or assigned.
MINIMUM QUALIFICATIONS
High School diploma or GED: supplemented by vocational/technical degree with training emphasis in secretarial, accounting, office management skills, and computer skills required; supplemented by three (3) years previous experience and/or training that includes purchasing, office management, secretarial, accounting, and computer skills required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May be required to obtain and maintain a certified Notary Public. Certified Purchasing Professional (CPP) certifications are desired.
PERFORMANCE APTITUDES
Data Utilization: Requires the ability to calculate and/or tabulate data. Includes performing subsequent actions in relation to these computational operations.
Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in a supervisory capacity.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
ADA COMPLIANCE
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Performance of essential functions may require exposure to adverse environmental conditions, such as violence, disease, or pathogenic substances.
This job description does not constitute a contract of employment. Any oral or written statements or promises to the contrary are hereby expressly disavowed and should not be relied upon by any prospective or existing employees. This job description is subject to change by the employer (the City of Henderson) at the discretion of the employer, or as the needs of the employer and/or requirements of the job change. The City of Henderson explicitly reserves the right to modify any of the provisions of this job description at any time and without notice. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties or essential functions does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
CLASSIFICATION SPECIFICATION
CLASSIFICATION TITLE: PURCHASING COORDINATOR
PURPOSE OF CLASSIFICATION
The purpose of this classification is to provide purchasing, secretarial, administrative, and operational support to assigned department, and if required, to supervise the work of clerical staff.
ESSENTIAL FUNCTIONS
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
•Answers telephones, greets visitors, and responds to inquiries/complaints; provides information, takes/relays messages, or directs visitors/callers as appropriate.
•Coordinates and schedules meetings and appointments; makes travel and hotel reservations as needed; maintains monthly calendar.
•Provides training to new employees on the purchasing process, procedures, and software. Provides direction, technical assistance and guidance as needed.
•Stays current with and operate a computer with software required to perform essential functions of the position.
•Assist the Asst. Finance Director in developing procedures related to purchasing activities of the City.
•Provide information and assistance to departments regarding purchasing issues.
•Review invoices to ascertain accuracy, proper accounting, and conformity with quotes and expense classification.
•Maintains contact information of supply sources that includes catalogs, price lists, and related information.
•Prepare or complete various forms (W-9), reports, correspondence, bid specifications, bid schedule, or other documents.
•Assist in the coordination of the bid and quote process.
•Submits, emails, or mails requests for bids/quotes to vendors or service providers.
•Prepares bid advertisement for the local newspaper.
•Assistance in the opening of bid packages in public setting, including the reading aloud the bids.
•Assists the Asst. Finance Director in reviewing and analyzing bids/quotes.
•Enters new vendors and their payment information to the software system.
•Works with new employees on the payroll payment process.
•Maintains a detail record of all City credit cards (Shell, Walmart, Lowe’s, etc.) including correspondence with the issuing bank.
•Assist the Asst. Finance Director in the completion of credit applications.
•Reconciles the City-provided and optional insurance statements. Works with Human Resources to make needed adjustments.
•Types correspondence, letters, schedules, files, and other documentation; files, distributes, or transmits as appropriate; transcribes information from tape recording or other mechanical recording device.
•Creates and maintains spreadsheets and databases; enters and retrieves information; and gathers, reports and/or forwards information upon request.
•Prepares or processes a variety of forms, training applications, invoices, citations, lists, dispositions, reports, logs, budget folders, claim vouchers, purchase orders, or related materials; files, distributes, or transmits as appropriate.
•Reviews, corrects, and forwards all reports, code complaints, and violation letters, purchase requisitions, claim vouchers, accident reports, or related documentation prepared by clerical staff.
•Prepares a variety of administrative and/or operational reports.
•Collects data for payroll preparations; audits payroll forms, logs and updates data as appropriate, and files related forms; maintains department personnel files; may balance insurance invoices with payroll register.
•Communicates with vendors regarding purchases and/or invoices; reviews purchase requests and invoices; verifies receipt of items; may assign account numbers, obtain price quotes, and make recommendation regarding purchases; may type specifications and request formal bids for capital expenditures; may monitor budget line items and inform supervisor of status.
•Transcribes interviews, confessions, witness statements, and investigators’ narrative; prepares documents for court cases; monitors radio traffic and responds as needed; notifies agencies when rescue team is not available for immediate response; orders additional manpower, equipment, and other agencies during multi-alarm incidents.
•Collects, distributes, audits, and processes payroll vouchers; audits payroll totals and transmit payroll for approval; performs a variety of banking duties, such as depositing funds, signing stop payments, and picking up CD’s, signature cards, and statements.
•Maintains petty cash; performs a variety of purchasing tasks such as preparing bid forms, placing media ads, assembling bid packets, recording bids, attending bid openings, comparing prices, receiving, copying, and transmitting quotes, and mailing bid acceptance letters; rents spaces in city leased parking lot, responds to complaints from renters, and processes necessary documentation.
•Designs and produces computerized forms, reports, and/or tests.
•Initiates work orders.
•May place media advertisements.
•May answer, relay, and respond to radio calls with field personnel.
•Performs a variety of general office duties, such as filing, typing, faxing, and performing data entry tasks.
•Maintains regular and predictable in person attendance during regular business hours of the City of Henderson is required.
•Must undergo and successfully complete drug test and alcohol screening prior to employment and undergo and successfully complete future drug test and/or alcohol screening pursuant to the City’s Drug and Alcohol policy.
ADDITIONAL FUNCTIONS
Performs other related duties as required, necessary, or assigned.
MINIMUM QUALIFICATIONS
High School diploma or GED: supplemented by vocational/technical degree with training emphasis in secretarial, accounting, office management skills, and computer skills required; supplemented by three (3) years previous experience and/or training that includes purchasing, office management, secretarial, accounting, and computer skills required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May be required to obtain and maintain a certified Notary Public. Certified Purchasing Professional (CPP) certifications are desired.
PERFORMANCE APTITUDES
Data Utilization: Requires the ability to calculate and/or tabulate data. Includes performing subsequent actions in relation to these computational operations.
Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in a supervisory capacity.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
ADA COMPLIANCE
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Performance of essential functions may require exposure to adverse environmental conditions, such as violence, disease, or pathogenic substances.
This job description does not constitute a contract of employment. Any oral or written statements or promises to the contrary are hereby expressly disavowed and should not be relied upon by any prospective or existing employees. This job description is subject to change by the employer (the City of Henderson) at the discretion of the employer, or as the needs of the employer and/or requirements of the job change. The City of Henderson explicitly reserves the right to modify any of the provisions of this job description at any time and without notice. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties or essential functions does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
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