What are the responsibilities and job description for the Purchasing Coordinator position at Port of Brownsville?
Job Summary The Purchasing Coordinator collaborates closely with all other departments of the District to coordinate the purchasing process. This position provides support work relating to the purchasing function and the administration of the P-card program. This position is responsible for the review of purchase requisitions, preparation of purchase orders, maintaining files related to purchasing and performs other purchasing support duties. This position reports to the Director of Finance and works under the supervision of the Procurement and Contracts Supervisor.
Job Responsibilities
Minimum Qualifications
Preferred Qualifications
Work Conditions & Physical Demands The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Preferred Qualifications
Work Conditions & Physical Demands The work environment characteristics described here are representative, and do not include all, of those an employee encounters while performing the essential functions of this job.
Additional Requirements
The above duties may not be performed in every position with the title and the above functions may not include all related duties that might be performed.
Job Responsibilities
- Assists departments with processing and preparing purchase requisitions and purchase orders for goods and services.
- Assists departments with processing emergency requests and/or sole source purchases.
- Reviews purchase requisitions and accompanying back-up documentation to ensure compliance with applicable Port policies and procedures.
- Assists in reviewing contract files for inclusion of specific documents and/or clauses.
- Monitors department purchase requisitions, purchase orders, and expenditures to ensure all purchasing is conducted in compliance with District and State approved policies and procedures.
- Creates and maintains vendor files.
- Obtains quotes from vendors to procure goods and services.
- Assists in the administration and/or management of contracts.
- Assists in investigating departmental or vendor complaints of errors in shipment, payment and/or contract documentation.
- Coordinates with departments regarding vendor performance issues.
- Assists in analyzing buying patterns and surveying of market trends to determine best source, new sources, and/or alternative sources of goods and services.
- Provides administrative support to the competitive bidding process.
- Establishes and maintains cardholder profiles and maintains all cardholder agreements and related information.
- Reviews monthly statements and all supporting documentation to ensure all P-card purchases are valid and legitimate business transactions in compliance with the P-card policies and procedures.
- Creates ad-hoc reports on P-card spend and utilization trends.
- Reviews and processes employee travel expense reports and per diem requests.
- Conducts periodic audits of purchases, P-card transactions, and travel expenses.
- Prepares vendor related tax forms.
- Assists with education and training to the departments and P-card holders to ensure effective purchasing practices and interaction with the vendors.
- Assists in the development and implementation of purchasing goals, objectives, policies, and procedures for the District.
- Exercises purchasing knowledge and tact dealing with departments and outside vendors for the purpose of procuring goods and services.
- Maintains files and accurate records of purchases.
- Performs other duties as assigned and or necessary.
Minimum Qualifications
- High School Diploma or equivalent GED.
- Two (2) years of experience in purchasing department operations including buying and procurement management.
- Must be competent in the use of Microsoft Word, Excel, and PowerPoint, and must be able to adapt to new technology as needed.
- Work independently with little direction.
Preferred Qualifications
- Experience with public/governmental procurement processes and applicable state laws.
- Certified Texas Contract Developer
- Certified Texas Contract Manager
- Biliterate (English/Spanish)
Work Conditions & Physical Demands The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
- Work involves continuous use of a computer terminal.
- Work requires light physical effort such as stooping and bending, and occasional lifting of lightweight objects (up to 25 pounds).
- Work requires long periods of sitting (up to 2 continuous hours and up to 8 hours in a day)
- Work occasionally requires periods of walking out-of-doors, in dusty locations and in the presence of heavy equipment for periods of up to 6 hours per day.
- Work occasionally requires driving in an environment that contains heavy equipment in operation.
- Work may require long periods of standing (up to 2 continuous hours and up to 6 hours in a day)
- Occasional work outside of normal working hours may be required.
Preferred Qualifications
- An Associates in Applied or Bachelors of Science with an emphasis in Criminal Justice or related field from an accredited community college or university.
- Bilingual (English/Spanish); oral proficiency in the English and Spanish language and written proficiency in the English language.
- Knowledge of TCOLE Rules and Regulations.
- Experience as a full-time police officer or acceptable equivalent experience.
Work Conditions & Physical Demands The work environment characteristics described here are representative, and do not include all, of those an employee encounters while performing the essential functions of this job.
- Frequent exposure to outside weather conditions such as heat, cold, dust, and possibly vehicle exhaust.
- Medium physical effort including long periods of standing, up to 3 continuous hours, and occasional lifting of objects up to 25 lbs.
- Withstand prolonged periods of walking and/or sitting.
- Frequent contact with the public.
Additional Requirements
- Valid Texas Motor Vehicle Operator’s License.
- Must possess, or be able to obtain, a valid Transportation Worker Identification Credential (TWIC).
- The selected candidate must pass a post-employment offer, drug screening and background investigation to be hired for this position.
The above duties may not be performed in every position with the title and the above functions may not include all related duties that might be performed.
Apply by E-mail:
recruitment@portofbrownsville.com