Purchasing Coordinator

About this opportunity:

The City of Asheville is please to accept qualified applicants for the position of Purchasing Coordinator in the Finance Department. The ideal candidate will be a team player who can deliver excellent customer service to all of the City's departments and vendors. They will have a general knowledge of governmental purchasing principles. Additionally, this person will have excellent written and verbal communication skills as well as experience with Google Suite and ERP software.

Weekly

Schedule:

Monday - Friday, 8:30 AM - 5:00 PM (Hybrid Work Schedule available)

Processes purchase orders and purchase requisitions: receives and reviews change orders and updates and processes purchase order accordingly; receives and reviews requisition associated term contracts or not-to-exceed contracts and purchasing cooperatives; verifies requested items are on the contract, that the contract is current and what the contract requirements are; verifies cooperative contracts meet City bid requirements; coordinates with City employees, vendors, and others to compile requirements for purchase orders;

generates purchase orders; and updates and maintains related documentation and spreadsheets.

Coordinates the sale of surplus property for the City, including vehicles, technology equipment, retired weapons, etc.: receives and processes surplus documents; reviews for proper method of disposal; creates files; prepares and compiles related documentation, such as Council documents, inspection forms, titles, etc.; takes or obtains photographs of items for sale; posts and monitors items for sale online; provides information and answers questions regarding items for sale;

manages bid results and activity; coordinates item pick up with auction bidder; prepares deposits for checks received from purchased items, recycling checks, and rebate checks; issues reverse bids for surplus sales; and updates and maintains related spreadsheets, records, and reports.

Maintains accurate and correct vendor files and information; edits and updates vendor files; reviews data entered by other City staff; and researches and resolves problems with vendor files in compliance with established procedures.

Processes approved purchase requisitions; runs approved requisition report; prints new requisitions; and distributes requisitions to the appropriate staff.

Issues Requests for Quotes (RFQs) and small informal bids: receives and reviews purchase requests from City departments; prepares quote and bid documents; submits quote and bid documents to vendors via email and/or posts to website and social media channels; prepares bid tabulations sheets; evaluates quotes and bids; reviews quotes and bid with requesting department; makes recommendations regarding selection; and prepares award letters.

Ensures all work activities comply with local, state, and federal laws, rules, regulations, policies, and procedures governing purchasing, surplus disposal, and bidding and contracting.

Performs related duties in support of department activities: performs customer service and provides information and answers questions; participates in requisition entry and purchase order receiving training; checks mail; maintains cleanliness of work areas, etc.

Communicates with supervisor, other City employees, vendors, bidders, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Processes a variety of documentation associated with department/division operations, within designated time frames and per established procedures: receives, reviews, prepares, completes, processes, forwards or retains as appropriate various forms, reports, correspondence, approved purchase requisitions and…