PURCHASING COORDINATOR

Position Title: Purchasing Coordinator
Department: Purchasing/DOC
Reports to: Finance Director
Category: Exempt
Pay Grade: 19

Position Summary:
Under general supervision, directs and coordinates purchasing and purchasing related functions for the City of Winfield. Work covers activities involving the procurement for all municipal utilities and public works. Work varies, requiring individual judgment within prescribed standards and procedures. Performance is evaluated through analysis of the economy, efficiency, and dispatch with which the departmental service activities contribute to the attainment of City goals and objectives.

Tasks:

• Supervises and directs the operation of a staff in areas of Purchasing, Central Stores, , Operations Support Specialists, and DOC Work Release Supervisors.
• Enforces City policy and procedures.
• Ensures staff follows City and other applicable safe work practices.
• Involved in making all purchases for the City of Winfield according to the policies adopted by the City Commission and Management.
• Maintains confidential files and information.
• Assists in developing new and revising purchasing procedures.
• Trains employees on software system for requisitions and purchasing.
• Interacts with departmental personnel to determine equipment and supply needs, specifications, method and type of purchases necessary.
• Maintains inventory control in central stores, and warehousing of specialized and routine equipment and supplies.
• Works in accordance with City procedures as they pertain to the procurement and control of equipment and supplies.
• Prepares and evaluates invitations for bids and quotations.
• Has contact with a variety of vendors, carriers, and others outside of the City to interpret City's needs, services, vendor services, or other related activities.
• Processes and reviews all purchase orders and requisitions according to purchasing procedures.
• Maintains a process and reviews all purchase orders and requisitions according to purchasing procedures.
• Maintains a large perpetual inventory record system for Central Stores.
• Determines minimum/maximum/reorder points, maintaining inventory levels to meet current and projected needs in routine and emergency situations.
• Performs periodic spot checks and an annual inventory.
• Coordinates receiving and distribution functions.
• Prepares employees performance evaluation reports.
• Prepares and administers Operation Center, Purchasing/DOC & budgets.
• Prepares financial and operating statements.
• Researches and prepares reports.
• On standby for purchasing and supervising Operations Support staff during large outages and emergency situations.
• Assists in mutual aid by performing purchasing duties for other municipalities.
• Assists in inventory and budget recommendations for Golf Pro Shop.
• Oversees Building and Grounds Maintenance for Operations Center and campus.
• Maintain active memberships in Institute for Supply Management.
• Keeps all appropriate reports necessary for the City Audit, Federal Power Commission, Kansas Corporation Commission and any other parties involved with accounting of the City’s operation and purchases.
• Attends City construction and standards meetings.
• May occasionally operate a forklift.
• Establishes and maintains effective working relationships with other employees, superiors, other agencies, and the public.
• Deals with the public in a manner that positively promotes the image of the City and handles complaints tactfully.
• All employees of the City of Winfield are subject to immediate callout when an emergency, disaster or breach of homeland security occurs. Such call to respond and assist may involve those activities to his/her regular job responsibilities and incorporate other non-job-related duties as necessary and required of an employee. An employee’s response to these matters may require the working of unusual, long hours over an extended period with infrequent breaks or rest periods.
• “This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow any other instructions and to perform any other duties requested by his or her supervisor.”

Skills:

• Mathematics - Using mathematics to solve problems.
• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Active Learning - Understanding the implications of new information for both current and future problem solving and decision-making.
• Instructing - Teaching others how to do something.
• Speaking - Talking to others to convey information effectively.
• Management of Personnel Resources - Motivating, developing, and directing people as they work, identifying the best people for the job.
• Time Management - Managing one's own time and the time of others.
• Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
• Number Facility - The ability to add, subtract, multiply, or divide quickly and correctly.
• Speech Recognition - The ability to identify and understand the speech of another person.

Attributes:

• Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
• Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.
• Information Ordering - The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
• Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
• Written Expression - The ability to communicate information and ideas in writing so others will understand.
• Mathematical Reasoning - The ability to choose the right mathematical methods or formulas to solve a problem.
• Selective Attention - The ability to concentrate on a task over a period without being distracted.
• Self-Starter - Accomplishes work with very little direct supervision.

Experience and Education:

• Any combination of education and experience equivalent to graduation from high school supplemented by two years of college level coursework in accounting, business administration, or a related field.
• Two years of experience in purchasing or stores operation.
• Certification as a Purchasing Manager is desirable.
• Possession of a valid driver's license.
• Must acquire a Non-DOC Supervisors certification within the first 6 months of employment.
• Knowledge of the theory and procedures of municipal government and utility accounting preferable.

Physical Requirements:

• Ability to perform sedentary and light physical work.
• Possesses hand/eye coordination adequate to operate a computer keyboard and related equipment.
• Ability to talk and hear in person and by telephone.
• Ability to see and read instructions, documentation, computer screen, and printed reports and data.