Administrative Procurement Coordinator

JOB SUMMARY

Under the general direction of the Assistant Director or Designee, performs technical and administrative support work in the implementation of the department’s multiple and varied types of procurement projects, including performing advanced administrative work relating to the purchasing function. The position is responsible for preparing, tracking, and submitting procurement memorandum and resolution packages for new and active contracts. The coordinator is the administrative liaison with procurement agents for contract renewal, methods of acquisition, and preparing related documentation.

The position also monitors, and tracks, the electronic sourcing system (Open Gov) for all department contract support document updates and renewals and processes a large volume of purchasing-related work.

The incumbent’s responsibilities include a variety of administrative activities associated with the operational needs which may include water, wastewater, stormwater, instrumentation, and control, and the functionality of underground utilities and engineering and construction services. Work requires the exercise of judgment in planning and carrying out assignments with management-level assistance in handling complex work situations. Work is normally reviewed through evaluation and discussions for accuracy and compliance with desired results.

Performs related work as directed and as related to the operational needs of the department’s administrative needs.

• Types correspondence, emails, invoices, statements, reports, and other materials; composes and types letters, memoranda, minutes, notices, and other correspondence.
• Prepares a variety of periodic and special reports relevant to the department’s operations and functionality.
• Prepares, accumulates, and uploads applicable agenda items and supporting documentation, including resolutions, forms, purchase orders, contracts, checklists, etc.
• Works directly with Procurement staff in the production of purchasing documents using Microsoft Office programs and assists in preparing City Manager memorandum and resolution packages.
• Operates the computer‑based contract control system to monitor the department’s new and existing contracts, while monitoring expiration dates, Certificate of Insurance, and ensuring the contracts supporting documents remain valid for performance.
• Tracks and reports procurement‑related performance measures and deliverables related to DPU.
• Assists with responses to public information and service requests, including the accumulation of information and documents to respond to requests timely.
• Maintains the document control logs for both incoming and outgoing documents; assists with information relating to DPU Hollywood’s connect tracking.
• Requisition s supplies, assists in the preparation of budgets and payroll, checks operating reports for accuracy and conformance to policies and standards.
• Operates a computer, photocopier, printer, calculator, facsimile machine, and recording equipment.
• Maintains manual or automated filing systems; prepares and organizes documents and related records, including procurement templates, forms, and checklists.
• Maintains appointment calendar for self and Assistant Directors, and other executive level as requested.
• Responds to telephone or in‑person inquiries; greets the public; provides information on departmental services and functions; directs callers.
• Collects, and compiles data for operational administrative and annual reports, agendas, and agreements; performs varied arithmetical computations.
• Schedules and coordinates events with Office of Procurement for DPU to include procurement events, meetings, trainings, presentations, conferences.
• Effectively and positively represents the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation, or sexual orientation.
• Works in conjunction with Procurement on DPU’s disposal of surplus property, transfers, etc.
• Establishes and maintains effective and professional relationships with work colleagues, supervisors, and managers.
• Performs other duties…