Under general direction of the Purchasing Manager, the Purchasing Coordinator performs advanced technical, strategic and professional work and is responsible for all aspect of procurement cycle for the City. Employees in this classification perform detailed work involved in purchasing assigned commodity groups form solicitation initiation to contract closeout, for a variety of commodities, goods and services for the City including the preparation of purchase orders. The Purchasing Coordinator collaborates with the Purchasing Manager and Project Managers on projects associated with constructions and services. The Purchasing Coordinator establishes and maintains effective communication, both verbal and written with vendors, and City employees engaged in the supply chain and contract management process.
SALARY RANGE: $46,809.36 - $72,417.28
ESSENTIAL FUNCTIONS: Conducts routine and moderately complex purchasing work and accounts maintenance functions according to generally accepted standard accounting principles, established procedures, departmental guidelines, and regulatory requirements applicable to the work, e.g., bidding, purchasing, billing, payments, receiving. Evaluate requisitions documentation for proper goods and services, issue purchase orders, exercises judgement in appropriate method of procurement policy, how completion requirements are addressed and verifies City Commission approval. Conducts purchasing office technical functions; conducts data management, utilizes specialized software involving general purchasing functions, and conducts bid management. Manages all stages of the sourcing and solicitation selection process (from receipt to award) including performing as non-voting chairperson for evaluation committee meetings. Prepares and issues solicitations, addendums, and other related documentation; manages questions and answers. Responds to emails, phone calls from vendors, interact with department managers, supervisors and general employees in the coordination of purchasing functions, training, p-card program; resolves issues and problems. Coordinates contract issuance as related to solicitations awarded; maintains active contracts, bonds, PO's and COI, cooperation with City Clerk as relevant to maintain items in a current status. Analyzes and maintains active/inactive solicitations, piggyback contracts, criminal background forms, and city contracts database. Develops background information to establish reports and analysis to determine responsiveness and responsibility of bidders and proposers, including comprehensive tabulations and analysis. Collaborates with City personnel with daily purchasing requirements, annual contracts and renewals, vendor disputes/resolution, and contract management. Tracks purchase requisitions, purchase orders and invoices; ensures that vendors receive payment in a timely manner and investigates any outstanding purchase orders, invoices or inquiries from vendors, employees or others. Establishes and maintains filing systems for financial area of responsibility; ensures training of department staff in accessing file management system. Collaborates with Purchasing Manager in development and updates to procurement policies and procedures. Conducts various administrative support duties relevant to accounting duties, e.g., filing materials, copying, scanning documentation, entering data into the appropriate computer system.
ADDITIONAL POSITION FUNCTIONS: Reviews and assign commodity and services codes which drives the selection of vendors/contractors to receive initial notification about specific solicitations. Analyzes and evaluates criminal background checks for construction projects. Coordinates with the vendor community to resolve basic e-procurement issues & the vendor registration process. The purchasing analyst functions as a link between the organization and its vendors. Provides vendor list entry and maintenance, receives and accounts for timely receipt of responses to solicitations, processes requests for information regarding solicitations, and requests associated with the F.O.I.A.
MINIMUM QUALIFICATIONS: Associate's Degree and a minimum of three (3) years purchasing experience and/or accounting support functions or closely related experience. Government agency experience is preferred. Employee shall obtain the National Incident Management System ICS-100 Introduction to the Incident Command System and IS-700 National Incident Management System, An Introduction within six (6) months of employment. The following courses are designed to provide a baseline, as they introduce basic NIMS and ICS concepts and provide the foundation for higher-level Emergency Operations Center (EOC), MACS, and ICS related training.
TO APPLY AND REVIEW THE FULL JOB DESCRIPTION: Visit our website at www.governmentjobs.com/careers/sanford
The position will close on 07/26/2021 at 5:30pm
BENEFITS: Medical Insurance, Dental Insurance, Vision Insurance, Health Reimbursement Account, FRS Retirement Plan, Paid Time Off, Bereavement Leave, Paid Military Leave, Employee Assistance Program, Short Term Disability Insurance, Paid Employee Life Insurance (1 x annual salary), Paid Holidays, Paid Jury Duty, Protective Safety Equipment, Fitness Center, Wellness Center for members of City's Health Insurance program, Wellness Incentive Program, Bi-Weekly Pay Checks, Direct Deposit, Employee Recognition Events, Free Flu Shot, Free Parking, Bi-Lingual Pay, Safety Incentive program and Supplemental Benefits.
Name: Katrina Jackson
Closing Date: July 26, 2021