What are the responsibilities and job description for the Procurement Coordinator position at Franklin County, PA?
Are you a motivated, positive, service-driven individual? If so, we need to talk. We are looking for someone to assist the Director of Procurement with the operation of the Procurement Department. This entails procuring the highest quality goods and services at the lowest possible cost while maximizing county resources, complying with County Code, County policy and other applicable legislative and funding source guidelines. We want a self-starter who wants to make a difference and give back to their community. If that is you, contact us today!
Franklin County is a great place to live and work! Nestled between the Blue Ridge and Tuscarora mountains in South Central Pennsylvania but not far from DC, Baltimore and the beaches of the mid-Atlantic, Franklin County is one of the fastest growing counties in the Commonwealth. We want the best people working to serve the 155,000 residents that call this beautiful area "home."
High School diploma or equivalency, plus some additional computer and general office training required. One - two years working experience, preferably in Governmental purchasing environment; or any combination of appropriate education, work experience and training.
FRANKIN COUNTY
PROCUREMENT COORDINATOR NON-EXEMPT
Position Description July 3, 2024
OVERALL OBJECTIVE OF JOB
To assist The Director of Procurement with the operation of the Procurement Department. This entails procuring the highest quality goods and services at the lowest possible cost while maximizing county resources, complying with County Code, County policy and other applicable legislative and funding source guidelines.
ESSENTIAL FUNCTIONS OF JOB:
1. Understand the County Procurement policies and procedures and be able to apply it to all procurements. Provide excellent customer service and be able to advise departments of procurement options.
2. Receive, verify and process requisitions from County offices, ensuring County policy is followed, the purchase is allowed, appropriate levels of approval have been obtained and budgetary needs are met.
3. Provide guidance and support to County departments for department led procurements. Prepare “How to” guides of common tasks and keep them updated as changes occur.
4. Assist with training of other departmental staff in routine procurement tasks, both one-on-one and in a classroom setting.
5. Place orders with respective vendors, as required.
6. Research alternative sources for goods and services.
7. Be familiar with Piggyback resources such as COSTARS, GSA, purchasing groups, consortium and COOP Contracts to assist Procurement Director in maximizing pricing opportunities.
8. Contact vendors to obtain information, acquire quotations, develop specifications, and/or resolve discrepancies on product/service requests from County Departments, as required.
9. Maintain list developed by Director of authorized vendors for bids, quotes and proposals requested, by category.
10. Monitor and track vendor performance to contract for Procurement led contracts as required. Prepare reports on vendor performance for the Director as required.
11. Prepare necessary paperwork for Directors review for the timely and accurate completion of Bids, Proposals, and Quotations.
12. Represent the Procurement Department in public meetings for bid openings at pre-solicitation conferences, as required.
13. Draft communications and memoranda to departments, vendors, etc., as required.
14. Maintain/update information for the Procurement Emergency Response Plan.
15. Serve as Point of Contact for service calls and maintain current listing of all County cell phones as required.
16. Coordinate and schedule use of County credit cards, fleet cards and other accounts Assist departments with any issues concerning these accounts.
17. Administer access to online vendor accounts such as office supply accounts, EZPass and other County credit accounts.
18. Coordinate with Accounts Payable to resolve procurement issues impacting payments.
19. Assist Director with preparation of department budget as well as assisting other departments with budget pricing such as equipment, supplies, etc.
20. Support County travel including ensuring all approvals are made, book hotels and airfare booked, etc. Ensure that credit card authorizations are received and acknowledged by hotels.
21. Assists Procurement Director in periodically conducting comprehensive pricing reviews of all goods/services regularly purchased.
OTHER JOB DUTIES:
1. Attend meetings, training or seminars, as necessary.
2. Assist Staff with duties in absence of other staff member(s).
3. Perform other job-related duties as required.
SUPERVISION RECEIVED
Receives regular instruction and supervision from Procurement Director in regard to daily work.
SUPERVISION GIVEN
Occasionally assigns and oversees daily tasks of other Procurement staff.
WORKING CONDITIONS
1. Works indoors in adequate work space, lighting, temperatures and ventilation.
2. Works with average exposure to stress and disruptions, but subject to noise from building equipment.
3. Normal indoor exposure to dust/dirt.
PHYSICAL/MENTAL REQUIREMENTS
1. Must possess ability to record, convey and present information, explain procedures and follow directions.
2. Must be able to sit for long periods throughout the workday, with intermittent periods of standing, walking, bending, twisting, and reaching as necessary to carry out job duties.
3. Dexterity requirements range from simple to coordinated movement of fingers/hands; feet/legs; torso as necessary to carry out job duties.
4. Sedentary work, with occasional lifting, carrying of objects with maximum weight of fifty (50) pounds.
5. Must demonstrate emotional stability.
6. Must be able to pay close attention to details and concentrate on work.
7. Must be comfortable with public speaking.
QUALIFICATIONS
a. EDUCATION/TRAINING
High School diploma or equivalency, plus some additional computer and general office training required.
b. WORK EXPERIENCE
1-2 years working experience, preferably in Governmental purchasing environment; or any combination of appropriate education, work experience and training
KNOWLEDGE, SKILLS AND ABILITY REQUIRED
1. Working knowledge of Microsoft computer applications such as Word and Excel, email systems and above average internet skills for research and job function.
2. Working knowledge on the use of an ERP system for procurement processes.
3. Working knowledge of the County’s policies and procedures.
4. Strong knowledge and understanding of County Procurement policy and ability to apply it to all procurements. Be able to advice departments of Procurement options.
5. Knowledge of current procurement methods.
6. Knowledge of routine contract language, and terms and conditions relating to procurements.
7. Ability to function independently, use sound judgment and have flexibility and the ability to work effectively with clients, coworkers, and others.
8. Ability to follow through with established County Policy and Departmental procedures in performance of duties.
9. Ability to maintain an effective working relationship with vendors and all levels of County government.
10. Ability to deal with conflict and assist in resolving discrepancies/problems with tact and efficiency.
11. Able to establish and manage priorities.
12. Able to work extended hours occasionally as necessary.
13. Must possess ability to maintain accurate and adequate files required by department.
14. Able to pay close attention to detail, accuracy, and concentrate on work.
15. Must possess good math skills and ability to calculate and prepare required purchase orders accurately.
16. Must possess good reading comprehension, writing skills, and be able to speak and the English language in an understandable manner in order to carry out essential functions of the job.
17. Must be able to pay close attention to details and concentrate on work.
18. Must possess the ability to manage stressful situations
19. Must possess a valid driver’s license.
We offer an excellent benefit package including medical, dental, vision, prescription, life insurance, paid time off, tuition reimbursement and a retirement plan!
To apply for this position, please complete our online application. Franklin County is an equal opportunity employer.
If you need assistance completing the online application, please contact Human Resources at 717-261-3150.
