Purchasing Coordinator

Essential Functions

These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.

• Reviews and processes requisitions, purchase orders, and other routine transactions from City departments for compliance with purchasing policies.
• Assists departments with the development of specifications, scopes of work, and procurement documentation for goods and services.
• Assists in the development, posting, and documentation of competitive solicitations Invitations to Bid (ITB), Requests for Proposals (RFP), Requests for Qualifications (RFQ), and Requests for Quotes; including preparing solicitation documents, evaluation materials, and maintaining procurement records; coordinate solicitation postings, vendor communications, and timelines; participate in bid openings and assist with bid tabulations.
• Assists in reviewing vendor submissions for compliance with solicitation requirements.
• Assists with preparing and administering purchasing contracts, amendments, and renewals.
• Serves as a liaison between vendors and City departments regarding procurement issues, including pricing, delivery schedules, and resolving discrepancies; support the review and processing of sole-source requests and emergency purchases.
• Researches and identifies potential suppliers and sources for goods and services to support competitive procurement and best value purchasing.
• Maintains procurement records and documentation in line with public records laws and retention requirements; manage vendor master records in the City’s financial and purchasing systems; prepare purchasing reports, correspondence, and spreadsheets.
• Assists in the administration and monitoring of the City’s purchasing card program, including coordinating with cardholders, conducting compliance reviews and providing training and process improvements.
• Assists with fixed asset tracking, inventory records, asset tagging, monitoring asset movement, and coordinating the disposal of surplus or obsolete property.
• Serves as a resource to City staff on procurement processes and systems; assist with employee training on purchasing policies and compliance; recommend process improvements to enhance procurement efficiency.
• Tracks contract expiration dates and coordinates contract renewals or re-solicitations.
• Performs general tasks, which may include making copies, sending/receiving faxes, filing documentation, processing incoming/outgoing mail, mailing packages, or delivering documentation to other offices.
• Performs customer service functions in person, by telephone, or by mail; provides information or assistance regarding department services, activities, forms, procedures, fees, or other issues; receives and/or disseminates documentation; responds to routine questions, researches problems, and initiates problem resolution; refers problems to appropriate personnel.
• Maintains effective working relationships with City staff, vendors, and the public; support records retention and public records compliance.
• Assists as needed with the Finance and Utility Billing divisions.
• Follows and enforces safe working practices and has a working knowledge of safety practices and procedures in accordance with the City’s Safety and Health Program.
• All employees serve an essential role in the City’s disaster preparation and/or disaster recovery efforts, as may be designated by the City’s Emergency Manager.

Performs related tasks or other duties as required or assigned.

• Associate’s Degree in public administration, business, purchasing, accounting, finance, or a closely related field supplemented by two (2) years of experience in purchasing/procurement, accounting, finance, or a related administrative position.
• Bachelor’s Degree in public administration, business, purchasing, accounting, finance, or a closely related field supplemented by one (1) year of experience in purchasing/procurement, accounting, finance, or a related administrative position.
• High school diploma or equivalent supplemented by four (4) years of experience in procurement, accounting, finance, or a related administrative position.
• Ex…