Procurement Coordinator

SUPERVISION

Work is performed under the direction of the Procurement Manager. Additional guidance is provided through the Westerville Purchasing Ordinance, Purchasing Policies and Procedures Manual, Purchasing Matrix, Personnel Code, Prevailing Wage Guidelines, Ohio Revised Code, Federal Procurement Standards and Contracting Provisions, and NGIP Code of Ethics.

ESSENTIAL FUNCTIONS OF WORK

Purchasing & Contracting:

Assists staff in developing Request for Quotation and Request for Proposal documents as needed and formulating specifications to clearly communicate requirements for procuring various goods, services, and construction. This is done in compliance with the City’s purchasing ordinance and policy requirements, public purchasing laws, prevailing wage thresholds, and the best practices promulgated by the National Institute of Governmental Purchasing, Inc. (NIGP).

Review electronic POs and contracts for goods, services, and construction less than $10,000.00 for compliance with the City’s purchasing ordinance and policy requirements.

Research, identify, and solicit other potential suppliers, including small and diverse businesses, to maximize competition and eliminate "sole source" buying practices whenever possible.

Conducts research, evaluates findings, makes recommendations, and implements cost-saving methods by identifying cooperative purchasing opportunities where practicable.

Prepare requisitions, budget adjustments, reconcile P-Card transactions, and review and receive invoices for the Administrative Services Division.

Supports the Procurement Manager as needed in the administration of formal competitive bid processes.

P-Card Program:

Serve as a P-Card Program Administrator and the primary point of contact for staff when seeking assistance with card adjustments, problem-solving, etc.

Process P-Card Applications.

Schedule P-Card Trainings.

Providing training and continuing education for staff through formal classroom presentations or informal sessions.

Travel:

Track all approved Travel Requests.

Modify P-Cards to accommodate booking any travel, registration, and lodging expenses.

Actively and consistently communicate with organizational departments and cardholders as to the status of P-Card modifications for travel.

Following the completion of travel, reset P-Cards to standard limits.

Maintenance of Prevailing Wage Files:

Maintain a working knowledge of ODC prevailing wage requirements.

Track and file all paperwork submissions (certified payroll reports, final affidavits, etc.)

Ensure compliance with ODC prevailing wage requirements and City Income Tas requirements before the release of final payments.

Assist in Maintaining Contract Files for Capital Construction and Capital Equipment Purchases: OUPS Notices, NTPs, NOCs, COI Monitoring, etc.

Disposal of Surplus Property:

Serve as the primary point of contact for staff seeking to dispose of surplus and end-of-life property.

Coordinate approval for the sales and disposition of surplus property.

Coordinate the sale and collection of surplus property via GovDeals.

Maintain complete and accurate records for such property.

Social Responsibility:

Assist the Procurement Manager in growing the City’s outreach to small and diverse businesses and coordinating with staff on environmental sustainability initiatives.

MINIMUM REQUIREMENTS OF WORK

Five (5) years of government and/or procurement experience administering purchasing procedures, establishing and/or maintaining accounting systems.

NIGP-CPP, CPPO, or CPPB certifications may be substituted for two years of required experience.

Endeavor to obtain NIGP-CPP, CPPO, or CPPB certification within three years of starting employment with Westerville.

HEALTH BENEFITS
Employees pay 15% of the monthly medical insurance premium through United Healthcare which includes prescription coverage. Employee, Employee plus child(ren), Employee plus spouse and family coverage is available. However, a spouse who has affordable health care coverage through their employer must elect that coverage as primary. The City health care plan is a high deductible healthcare plan.

HEALTH SAVINGS ACCOUNT
Annually, the City will deposit 85% of your health insurance deductible amount into an HSA account in your name.

VISION AND DENTAL
The City pays 100% of the premium for dental and vision. Coverage levels will be explained in further detail at time of hire.

LIFE INSURANCE
The City pays 100% of the premium on a $100,000 life insurance policy for employee and $10,000 for spouse and $5,000 for child.

RETIREMENT PENSION
The City contributes 14% monthly toward retirement benefits offered through the Ohio Public Employee Retirement System. The employee pension payment share is 10% of gross salary.

VACATION
New employees accrue two weeks of paid vacation every year. Vacation time increases with length of service time.

PERSONAL LEAVE
Employees receive 6 prorated days of personal leave annually.