Purchasing Coordinator

There are lots of reasons to join the City of Parkland’s dynamic team of public servants! Besides competitive pay, we offer great benefits, learning opportunities, professional development, and a team that truly cares about each other. That’s why we were named one of Sun-Sentinel's 2022 Top Workplaces based on what our own employees had to say about their experience working for the City of Parkland!  Check out the benefits tab of this ad to learn more about our great benefits!

What you'll be doing:

This position involves assisting in the coordination and management of procurement activities for a wide range of commodities, services, and construction projects. The role provides exposure to various professional disciplines, offering opportunities for growth. This individual must have a solid understanding of market factors such as availability, supply sources, and trends that influence procurement decisions. This knowledge is applied to support efficient purchasing processes and to address related challenges effectively. Work is performed under the supervision of the Purchasing Manager.

• Conducts and assists staff in the research and preparation of specifications and requests for quotations.
• Prepares solicitation drafts, and reviews routine boilerplate terms and legal requirements, and special terms and requirements.
• Utilizes previous purchase documents to formulate or complete specifications and new bid packages. 
• Develops new specifications as assigned.
• Ensures that public meetings are properly posted, room is reserved and set up accordingly.
• Assists with the development, issue, and award of quote requests (informal bids) for single purchases and annual contracts, within authority level, as assigned.
• Assists with the preparation and set up of bid openings, evaluation committee meetings and other public meetings, as requested.
• Supports internal and external customers with various requests and needs.
• Maintains solicitation and contract document records, both electronic and paper files, assuring files are current and accurate.
• Monitors and updates status of annual contract renewals.
• Generates procurement reports utilizing department statistics and on-line databases.
• Assists departments in obtaining and reviewing insurance certificates, professional certifications and licensures, as well as other required documentation.
• Conducts cost analysis when requested.
• Researches and follows up on viable contracts and supply sources for collaboration and cooperative procurement opportunities.
• Provides assistance in the development of training materials for City staff on Purchasing policies, procedures, and processes/systems.
• Works effectively with other departments, employees, vendors, and other public agencies. Use judgement and initiative in making recommendations and resolving problems.
• Attends professional and industry trade shows, conferences, and workshops.
• Ensures compliance with City policies and regulatory requirements in all purchasing activities.
• Performs related work as assigned.

MINIMUM EDUCATION AND EXPERIENCE

• Bachelor’s degree from an accredited college or university with major coursework in procurement, business, public administration, or closely related field.   
• Minimum of two (2) years procurement or contract related experience, preferably within a municipal, state, or county government; OR any equivalent combination of education, training, and relevant experience.
• Must possess FEMA 100, 200, and 700 certifications, or the ability to obtain within the first six (6) months of employment.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of generally accepted purchasing principles, established procedures, departmental guidelines, and regulatory requirements applicable to the work.
• Ability to understand and follow written and oral instructions.
• Ability to read, update, evaluate and maintain various records and files.
• Ability to access, operate and maintain various software applications.
• Ability to clearly communicate information both orally and in writing.
• Skill in performing routine-to-moderately complex mathematical computations and tabulations accurately and efficiently, as they relate to purchasing.
• Ability to meet the public and establish effective and positive working relationships with City employees, employees of other agencies, vendors, and the general public.
• Professional attitude with attention for detail and process improvement.
• Ability to work independently with little supervision as well as the ability to follow detailed directions when provided, and work together as a team.
• Ability to maintain confidential information.
• Ability to make decisions in accordance with procedures, laws and regulations, and to apply these to work problems.
• Ability to attend work on a regular and reliable basis.
• Ability to multitask while working with tight deadlines and shifting priorities.
• Proficiency in Microsoft Office Suite. Knowledge of, or the aptitude to quickly learn online procurement platform and the ability to operate basic office equipment.

• Work environment is typically performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.
• The work is sedentary work and requires exerting up to 10 pounds of force occasionally and negligible amount of force constantly to move objects.
• Additionally, the following physical abilities are required: crouching, feeling, manual dexterity, grasping, handling, hearing, lifting, mental acuity, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity, and walking.

Salary : $57,138 - $74,277