201-001 - PURCHASING COORDINATOR
|Class Title: Purchasing Coordinator |
Grade Number: 7N (Non Exempt Position); $20.7543-$29.3598 per hour
Performs a variety of central purchasing functions in accordance with established department procedures and City policies and coordinating and assisting in the purchase of supplies, materials, services and equipment on a City-wide basis. Performs a variety of standard and some specialized clerical activities to support the functions and services of the bureau. This employee may be asked to assist co-workers with a higher level duty to fill in for another position within the bureau when needed.
Works under the supervision of the Purchasing Agent.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar, related or a logical assignment to this class.
" Answers and routes departmental telephone calls to appropriate staff
" Responsible for contract ordering
" Develops product codes, as needed.
" Composes letters and forms, as needed.
" Scan purchasing documents into computer
" Open, sort and distribute mail.
" May attend interdepartmental meetings where purchasing office presence is required.
" Maintains a vendor database by adding to, or updating, vendor files, vendor selection, bid lists and vendor performance documentation.
" Processing of correspondence, reports, specifications, bid documents, etc. as required with accuracy and proficiency, including proofreading
" Maintains purchase order and contract files
" Performs contract administration duties on annual quotes, bids, and contracts.
" Reconciles vendor statements; researches problem invoices; enters payment information for purchase orders and payment voucher into computer system
" Assists vendors and various city personnel researching and providing information on the status of payments, shipping dates, purchase orders, bids/proposals, and invoices and resolves any problems appropriately
" Establishes and maintains all current, archival, tickler, and confidential files and related data
" Assists Purchasing Office personnel by contacting suppliers to obtain price quotations for materials listed and places verbal or written orders
" Reviews project requests to determine the requesting departments' exact requirements; verifies completeness, accuracy, account numbers and appropriate authorizations; and secures samples as needed.
" Develops and analyzes quote specifications, terms, and conditions. Assists or reviews completed specifications for accuracy and completeness or assists in completing specifications by working with department employees to identify needs.
" With guidance, prepares formal invitation to bid and request for proposal documents for review and approval. Assists in opening, tabulating, and determining lowest qualified bidders on written bids.
" Solicits or obtains verbal or written quotes, documents phone quotes and selects vendors based on established regulations and procedures.
" Ensure all bidders receive complete and accurate bid packets, including all addenda. Keeps schedule of all pertinent bid dates and advises Purchasing Agent in advance of the dates. Prepares itemized bid tabulations. Handles bid and specification deposits according to office procedures.
" Keeps schedule and documentation for Request for Proposals, which are confidential and sensitive in nature. Tracks recommendation memos and other multiple approval documents to ensure processing in a timely manner.
" Issues purchase orders in accordance with established procedures.
" Resolve discrepancies between purchase orders and invoices.
" Coordinates work with Accounts Payable and the Treasury Office to ensure paperwork flows quickly and efficiently.
" Maintains cost analysis on blanket purchases.
" Composes routine and complex letters and correspondence to solve complicated vendor issues. Prepares spread sheets to substantiate projects.
" Maintains spreadsheet to target renewals of contracts three (3) or five (5) months ahead of schedule.
" Answers questions and assists in training of the purchasing system.
" Provides guidance to departments on statutory requirements, policies and best practices for the procurement of desired goods and services.
" Monitors State and other cooperative purchasing contract files and makes determination as to whether the state and/or cooperative purchasing contracts can be used to secure purchases based on whether the state and/or cooperative purchasing contracts meet departments' need. Performs related work as may be required.
" Responds to department's routine questions or concerns regarding purchasing procedures and resolves any problems as needed. Provides procurement assistance and training to departments as needed.
" Oversees record keeping methods and procedures to include proper storage, retention or destruction of files based on state laws or guidelines.
" Performs research and analyzes data and prepares reports as needed; which may include information used for budget, benchmarks, market trends and other special projects. Prepares Eden reports as needed. Recommends to the Purchasing Agent changes in purchasing, products and record keeping procedures to better meet offices' need.
" Participates with other area municipalities in cooperative purchasing activities.
" Maintains and adheres to ethical business practices.
" Provides quality and effective customer service with courtesy and understanding to the City's customers, citizens, and departments.
" Performs related duties as assigned.
Education and Experience:
(A) High School diploma with two (2) years purchasing experience or related field; AND
(B) Associate's or Bachelor's degree in Business Administration or related field; OR
(C) Equivalent combination of related education and experience.
(D) Experience in purchasing for a city, county, state, or federal government agency is preferred.
NECESSARY KNOWLEDGE, SKILLS AND ABILITIES:
(A) Knowledge of business methods, marketing and purchasing practices.
(B) Knowledge of accepted professional methods and procedures for public purchasing.
(C) Knowledge of records retention and destruction guidelines.
(D) Knowledge of types, grades, sources and market factors of a variety of supplies, materials, and equipment.
(E) Knowledge of standard office practices, procedures and equipment.
(F) Skill in performing basic mathematical computations, such as addition, subtraction, multiplication, division and computing percentages as needed to compare costs, verify accuracy of computations, determine low bids and add totals.
(G) Skill in using a calculator or adding machine to include adding, subtracting, multiplying, dividing and percentages by touch key as needed to calculate figures, check accuracy of information in invoices, purchase orders and reports.
(H) Skill in operating a personal computer to include use of function keys and programs such as Microsoft Word and Excel as needed to prepare correspondence, specifications, bidders and related records and reports.
(I) Ability to write clear and concise specifications.
(J) Ability to communicate in writing to include clarity, conciseness, use of proper grammar, capitalization, punctuation, sentence structure, spelling, and logical organization of thoughts as needed.
(K) Ability to establish and maintain effective working relationships with other employees, vendors, citizens, and supervisors as needed to provide purchasing services that meet the needs of the City.
(L) Ability to communicate orally by telephone and in person to include listening to others, being clear and concise, translate technical information so that it can be understood, using tone of voice and vocabulary appropriate to the listener as needed to discuss purchasing needs, obtain quotes or information, resolve problems, and explain policies and procedures.
(M) Ability to handle stressful situations and multiple tasks simultaneously and establish priorities as needed.
(N) Ability to maintain confidential and sensitive information.
(O) Ability to organize effectively with excellent time management skills, accuracy self-motivation and orientation to detail.
TOOLS AND EQUIPMENT USED
Requires intensive daily use of personal computer and mainframe computer, including word processing, database and spreadsheet programs; calculator, telephone, scanner, copy machine and fax machine.
The physical demands described here are representative of those that must be met by an employee 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 employee is constantly required to sit and talk or hear. The employee is required to walk; use hands to finger,' handle, or feel objects, tools, or controls; and reach with hands and arms.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.
Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.