Procurement Coordinator

Essential Functions:

1. Serve as the City’s primary procurement contact.
2. Procure or supervise the procurement of goods and services for the City using City purchasing policies, procedures and processes; prepare, review and implement routine purchase contracts; assist in the development and administration of purchasing procedures and processes.
3. Manage development of policy and procedures related to procurement, purchasing, and contracting.
4. Ensure procurement program compliance with all applicable laws and policies by developing, implementing, and maintaining policies and procedures; monitoring and reviewing procurements conducted by City employees; train City staff on procurement/contracting policies and procedures. 
5. Develop, implement, and maintain a procurement manual with regards to purchasing and contracting that promotes compliance with statutory requirements and internal policies.
6. Research and apply contract law, state, federal and local procurement laws, regulations, and best practices. 
7. Serves as program manager for Job Order Contracting (JOC), manage consulting services contract and general construction services. 
8. Interpret legislative regulations related to purchasing and contracting. 
9. Manage the City's procurement card program, including account maintenance, security, training, auditing and ensuring the accountability of all charges; provide guidance and instruction to City staff. 
10. Obtain formal and informal quotes; prepare requests for proposals, purchase orders and documents; evaluate results of proposals and bid processes; place orders with vendors following procedures, processes and guidelines; maintain files and records, including computerized systems. 
11. Understanding of the time sensitive nature of certain procurements and the ability to support departments in unique or challenging situations. 
12. Compile information for Staff Reports; draft documents to support motions, contracts, and ordinances. 
13. Review and edit requests for proposals, requests for qualifications and bids developed by City employees; provide technical assistance, training, boilerplate change approval, scheduling and advertising development. 
14. Support Finance Technician position (Accounts Payable) who provides purchasing support as assigned. 
15. Assist in complex competitive bid processes; may administer and take on responsibility for certain phases of these bid processes; advertise for bids; analyze and summarize bid results; assist in formulating bid recommendations and awards, establishment of escrow accounts and disposition of bid bonds and security deposits; prepare bid reports, formal bid openings. 
16. Coordinate with staff and suppliers/contractors to ensure proper documentation is provided or maintained (i.e. insurance, bonding, prevailing wages), current labor rates are used; serve as purchasing liaison with government agencies to ensure approved changes are implemented, current labor rates are used, and company/contractor debarment status are up to date; complete project close-out paperwork with State agencies. 
17. Apply procurement requirements and procedures; identify appropriate suppliers; generate purchase orders and expedite shipping as necessary; review invoices covering purchases to ensure agreement with purchase orders; work with staff to resolve billing problems; review and sign purchase orders for the City. 
18. Attend and participate in professional group meetings; stay current with purchasing trends and best practices; recommend policy and procedure changes or updates to stay current with purchasing trends and law updates. Assist in reporting status of fixed asset inventory items to appropriate staff; notify City departments of reusable items available; identify items with appropriate tags; dispose of surplus goods according to applicable laws and regulations. 
19. Assist in budget development, including forecasting funds needed for equipment, materials and supplies.
20. Develop purchasing-related documents including contract terms, conditions, specifications and contractual agreements. 
21. Serve as the functional expert for the procurement of software; plan and implement enhancements and changes to the application.

Marginal Function:

Perform related duties and responsibilities as required.

• Participate and work effectively in an organization committed to advancing principles and practices of equity and anti­ racism.
• Apply applicable laws, regulations, policies and procedures to City's centralized purchasing and contracting function. Gather technical data; analyze bid comparisons, administer procurement requirements and contracting procedures. Negotiate and compare products, prices, terms, response time, supplier performance. 
• Operate modern office equipment including computers and applicable computer-based systems. Prepare clear and concise reports. 
• Communicate clearly and concisely, both verbally and in writing. 
• Establish and maintain effective working relationships with those contacted in the course of work. Prioritize workload, multitask and manage multiple projects. 
• Work independently with be self-directed. 
• Problem solving and making recommendations regarding procurement issues, procedures, and processes in a concise, logical, and clearly understandable manner.
  

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Experience:

Three years of increasingly responsible purchasing experience, including experience in public sector purchasing.

Training:

Equivalent to the completion of a two-year college program in accounting, business or related field.

Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) is desirable.

ENVIRONMENTAL CONDITIONS:

Office environment; exposure to computer screens; extensive contact with City staff and the community.

1. Establishment of employment authorization and identity at the time of hire. The City is not able to sponsor work visas.
2. Prior to the start of employment, this position requires: 
   • A successful completion of reference checks, including at least one prior supervisor.
   • A successful completion of a criminal background check.

• Review of applications: December 9
• Panel interviews: Week of December 15
• Background and/or reference checks: December 22 - December 30
• Targeted start date: January 5 - January 12 

Applicants with disabilities who require assistance with the application or interview process will be accommodated to the extent reasonably possible. To request an accommodation, please call (206) 801-2243.