Purchasing Coordinator

Description

GENERAL DUTIES AND RESPONSIBILITIES

• To support the vision, mission and guiding principles of the City.

• While performing any procedure, all associates and contract personnel must observe applicable Safety, Health, and Environmental rules and guidelines. The use of appropriate personal protective equipment is required.

• Attend and participate in training opportunities and seminars relevant to this position.

• Adhere to appropriate City operating procedures, benefit rules, employment, and safety policies/practices.
• Under minimal direction, performs senior professional level procurement, purchasing, and accounting duties in the City’s Finance Department,
• Recording, reporting and analysis of requisitions, purchases, and fixed assets; monitoring budgetary control for assigned areas of responsibility;
• Maintaining purchasing and accounting (AP) system controls;
• Maintaining and reconciling P-Cards and Purchase Order (PO) expenditures;
• Coordinating PO requisitions, requests for bids (RFB), requests for quotes (RFQ), requests for proposals (RFP), and allotted encumbrances, ordered line items budget, project budgets;
• Monitoring invoices associated with POs;
• Prepare purchase orders and requisitions and manage components of the City’s financial software system and website;
• May provide lead direction or supervision to assigned staff; and, performs related duties as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Prepares requisitions and purchase orders, reports and analysis.
• Conduct month end closeout process for procurement.
• Maintains current and accurate vendor and project contracts.
• Prepares, distributes, and manages RFPs, RFBs, and RFQs.
• Presents RFPs to Mayor and Council Members at monthly Council Meetings.
• Generate and provide purchase order, requisition, and fixed asset reports.
• Process invoices associated with purchase orders and projects.
• Review and manage concerns with contracts, requisitions and projects.
• Manage, monitor, and track fixed asset locations, depreciation, and amortization.
• Monitors daily P-Card balances; maintains schedules and reconciliation of expenditures and records all transactions.
• Monitors and maintains components of City website and E-Verify.
• Reconcile all P-Cards, invoices and payables associated with purchase orders, and make any necessary adjustments.
• Prepare special reports and analyses as requested by the Finance Director.
• Participates in the development and administration of the City’s budget.
• Maintains City’s capital asset records, including analysis, preparation and recording of all capital asset transactions, inventory reconciliations and required reporting.
• Assist the Finance Director in the preparation of procurement Policies and Procedures, Department Goals and Objectives and train staff pertaining to procurement.
• Analyzes and forecasts expenditures.
• Monitors, records and reports on payment activities; ensures that all scheduled payments are made.

ADDITIONAL DUTIES AND RESPONSIBILITIES

• Any other duties as assigned.

JOB SCOPE

Job has recurring work situations involving high degrees of discretion.  The need for accuracy and effective utilization of available resources is high.  Errors in judgment could cause disruptions to the City’s mission and adversely impact attainment of the City’s goals.  Incumbent operates independently but results are monitored by the Finance Director.  Content of work priorities are largely self determined.

COMMUNICATIONS/CUSTOMER CONTACT

Contacts are across the entire City community and in a leadership capacity.  Community contact is a critical component of success in developing good will and support of City programs and initiatives.

Qualifications

COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PREFERRED:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• Any combination of education and experience that has provided the required knowledge and abilities may be qualifying. A typical way of obtaining these qualifications is:
• A Bachelor’s degree in accounting, finance, public/business administration, supply management, project management, or a related field.

Knowledge, Skills and Abilities

• Preparing RFPs, RFBs, and RFQs.
• Preparing, negotiating, and monitoring contracts.
• Project Accounting
• Operate a computer and a variety of word processing, spreadsheet and software applications, including financial and accounting programs.
• Purchasing and purchasing related activities, such as requisitions, POs, and AP.
• Standard accounting practices, principles and procedures
• Application of accounting principles and practices to governmental agency transactions, such as revenue, debt, accounts payables, expense accounting, and assets and inventory.
• Principles and practices of budgeting and expenditure forecasting.
• General laws and rules regulating the fiscal operation of a governmental agency.
• Make sound decisions within established guidelines.
• Communicate clearly and concisely both verbally and in writing.
• Follow written and oral directions.
• Effectively organize assigned tasks and work within deadlines.
• Observe safety principles and work in a safe manner.

Desired Qualifications

• Three (3) years of experience in accounting, public/business administration, supply chain management.
• Master Degree in Accounting, Public/ Business administration, Supply Chain Management, or Project Management.

Equipment and Applications

• Computers and peripheral equipment
• Designated software applications. 
• Telephones, copiers and other office equipment

JOB CONDITIONS

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job the associate is:

• Position requires prolonged sitting, standing, walking, reaching, twisting, and turning, kneeling, bending, squatting and stooping in the performance of daily activities.
• The position also requires grasping, repetitive hand movement and fine coordination when using a computer keyboard. Additionally, the position requires near and far vision when reading and using a computer. Acute hearing is required when providing phone and personal service.
• The need to lift, push and pull files, paper and documents weighing up to 25 pounds also is required.
• Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
• While performing the duties of this job, the associate may be occasionally exposed to fumes or airborne particles and toxic or caustic chemicals
• Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus
• The noise level in the work environment is usually low

Salary : $53,650