Coordinator - Purchasing

Reports To: Director of Purchasing

Duty Days: 238 Days

Wage/Hour Status: Exempt

Pay Grade: B03

Qualifications:

Bachelor's degree in Business Administration (Preferred)

TASBO certification (Preferred)

Purchasing certification (Preferred)

Five years purchasing experience

Three years public purchasing experience (Preferred)

Supervisory experience

Primary Purpose:

Work under the direction of the Director of Purchasing to oversee many of the day-to-day procurement operations and provide support to departmental and interdepartmental staff to ensure efficient and effective operation of the Purchasing Department. Assists in the development and implementation of procurement policies and procedures to ensure compliance with federal, state, and local procurement laws and regulations.

Major Duties and Responsibilities:

• Assist Director of Purchasing with overseeing day-to-day Purchasing operations.
• Support Purchasing staff in the competitive bid process, including but not limited to providing assistance in the review and/or preparation of all bidding documents (i.e. instructions to bidders, specifications, and form of proposal), tabulating and evaluating vendor responses, and making recommendations for contract award to the Director of Purchasing.
• Create and update bid schedules and monitor work assignments.
• Develop bids/quotes using the appropriate purchasing method (RFP, RFQ, CSP), as required.
• Advise departments on procedures for acquiring goods and services in compliance with procurement laws and regulations.
• Make purchasing recommendations to ensure best value to the District.
• Approve purchase requests, vendor contracts, and expense claims in compliance with all applicable policies and procedures.
• Review and monitor purchases to ensure accurate account codes and funding sources are utilized.
• Attend meetings with all levels of management as a representative of the Purchasing department.
• Assist with interdepartmental project management and coordination of special projects including but not limited to Furniture Fixtures & Equipment (FF&E), facilities construction and renovation projects, etc., including monitoring and communicating budget limits and/or restrictions.
• Build and maintain communication with vendors to ensure contract terms are being met and resolve any issues.
• Assist with oversight and implementation of district-wide training regarding Purchasing policies and procedures.
• Represents Director of Purchasing when Director is unavailable.
• Other duties as assigned.

Special Knowledge/Skills:

Strong knowledge of public procurement statutes, purchasing and acquisition procedures, legal, and local policy

Effective verbal and written communication skills, as well as strong interpersonal skills with an emphasis on customer service

Ability to effectively manage and coordinate multiple projects to meet deadlines

Ability to resolve challenges effectively and in a timely manner

Strong initiative and attention to detail

Ability to supervise and direct the work of others, as needed

Proficient with software to develop spreadsheets, word processing, and presentations

Demonstrate a respect for and adherence to confidentiality

Familiarity with Tyler Munis or similar financial software

Equipment Used:

Personal computer, presentation equipment, audio and video recording equipment, printer, copier, calculator, and fax machine.

Working Conditions:

Maintain emotional control under stress, work with frequent interruptions, and occasional prolonged and irregular hours.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.