Purchasing Coordinator

Description

The Purchasing Coordinator supports the organization’s purchasing, procurement, vendor, travel, and contract-related activities through independent coordination, compliance review, documentation, and staff support. Responsibilities include processing purchasing activities, obtaining quotes, supporting procurement processes, drafting purchasing-related documents, maintaining vendor and contract files, arranging staff travel, and providing guidance to staff regarding purchasing procedures. This position helps ensure purchasing activities are completed accurately, timely, and in accordance with organizational policies, state guidance, funding requirements, and applicable rules.

Success in this role requires strong organizational skills, attention to detail, independent judgment, communication, confidentiality, and the ability to manage multiple purchasing-related priorities.

Other Cost Accumulators (OCAs) identify the primary activities associated with this position to support accurate time allocation, expenditure tracking, and reporting. Allocations reflect the general distribution of responsibilities and may vary based on operational needs.

Expected OCA Codes

• 97
  
  BBA
• VPADM

Purchasing & Procurement Support

• Process approved purchase orders and purchasing-related requests in accordance with established procedures.
• Support purchasing activities based on organizational needs, funding requirements, purchasing thresholds, and applicable guidance.
• Assist with implementation of purchasing procedures, workflows, and procurement-related activities.
• Maintain knowledge of applicable purchasing policies, state guidance, rules, and organizational requirements.

Compliance, Quotes & Contract Documentation

• Obtain quotes and support procurement processes based on purchasing thresholds and applicable requirements.
• Draft requests for proposals, invitations to negotiate, requests for qualifications, purchasing agreements, and related documents as assigned.
• Prepare and submit Prior Approval Requests to DEL for sole source purchases.
• Review purchasing documentation for completeness, accuracy, and compliance with established requirements.
• Maintain contract files, purchasing records, vendor documentation, and supporting materials.

Staff, Vendor & Travel Support

• Provide guidance and support to staff regarding purchasing processes, documentation needs, and procedural requirements.
• Train staff on purchasing procedures, expectations, and required documentation.
• Process vendor inquiries, disputes, and follow-up activities in a professional and timely manner.
• Arrange travel accommodations for staff traveling out of county or out of state in accordance with organizational procedures.

Records, Reporting & Continuous Improvement

• Maintain purchasing files, documentation, tracking tools, and supporting records in accordance with organizational requirements.
• Prepare purchasing‑related information, reports, and supporting materials as assigned.
• Support audit, monitoring, and compliance review activities related to purchasing and procurement.
• Identify opportunities to improve purchasing processes, documentation practices, and service effectiveness.

• Purchasing and procurement process knowledge
• Independent judgment and problem-solving
• Contract and documentation support
• Compliance and policy application
• Vendor and staff customer service
• Organization and time management
• Attention to detail and accuracy
• Verbal and written communication
• Records management and file maintenance
• Technology proficiency, including Microsoft Office applications
• Confidentiality and professionalism
• Collaboration and accountability

Scope & Focus

• Performs complex…