Description

Under general to limited supervision, a Procurement Coordinator performs professional work of moderate difficulty supporting the procurement and contract administration function. This position is responsible for a variety of duties related to the operational support of the solicitation process and procurement support services for all City Departments.

Requirements

POSITION DUTIES Coordinates and participates in City and/or other Entity bid openings as assigned. Manages the Pre-Qualified Contract application process. Provides guidance and direction to vendors seeking to do business with the City of Pittsburgh. Works with the Controller's office to process all approved contract adoptions. Coordinates the processing of procurement inquiries sent to the PO Support mailbox (e.g., change orders, cataloging, order failures, etc.) utilizing the City's ERP System (JD Edwards) and other systems and tools as necessary. Researches vendor information to establish, maintain and update available vendor sources. Performs vendor outreach for all solicitation categories to maximize bidders and increase competition. Maintains database of off-contract spending. Participates in meetings, training sessions, workshops, etc., as required for the purpose of conveying and/or gathering information to perform functions. Supports the RFP, Bid Solicitation and Contract Management functions as assigned. Ensures that appropriate contracts are renewed and in place based on the needs of City Departments. Researches vendor information to establish, maintain and update available vendor and government contract sources. Organizes, updates, maintains and stores files, in both physical and electronic formats as appropriate, on purchasing related documents such as insurance certificates and bonds. Manages multiple projects simultaneously and uses good judgment in applying and following established procedures and in meeting deadlines. Manages area of responsibility in strict accordance with applicable laws, regulations and established policy including union agreements to ensure fair and standardized treatment of employees. Performs activities and functions of related lower-level person and other related tasks and duties as assigned or required.

Application Process

I. General Application Requirements: You must submit or show proof of all of the following at the time of filing your application (unless otherwise indicated below) or your application will be disqualified. Disqualifications based on any of these General Application Requirements are not subject to a Civil Service appeal. A completed online City of Pittsburgh Employment Application, including your online Employment Profile Data. (Education and Work Experience). Completed online City of Pittsburgh Supplemental Form questions for this position. A resume, to be submitted online. Applicants must comply with the City of Pittsburgh's COVID 19 vaccination mandate. Applicants must become residents of the City of Pittsburgh prior to employment and remain a resident throughout employment. Click here to view a map of City of Pittsburgh neighborhoods.

NOTE: The City of Pittsburgh, as a matter of policy, conducts pre-employment and promotional background investigations on all candidates being considered for positions. The background investigation includes but is not limited to criminal background, driver's license and City of Pittsburgh real estate tax payments. Candidates may be disqualified from consideration from employment based on the results of their background investigation (as it relates to the job for which the applicant is being considered).

NOTE: Candidates being considered for employment will be required to submit official transcripts to verify of their post-secondary education (college/university, trade school, etc.) prior to being hired by the City of Pittsburgh. Transcripts must be submitted at the time of any/each job interview you have with the City of Pittsburgh. II.

Qualifying Requirements: Your City of Pittsburgh application will be reviewed and your work experience and education/training will be evaluated to determine if you meet the qualifying eligibility requirements listed below for this position. You will be sent an eligibility letter regarding your eligible/ineligible status.

WORK EXPERIENCE: The application must clearly show two (2) years of full-time experience in a clerical/administrative field. Procurement or Finance experience preferred. Must be able to type and be familiar with Microsoft Word and Excel. Additionally, experience in Adobe Pro and ERP systems is preferred. (Full-time is defined as 32 hours or more per week. Less than full-time experience will be calculated on a pro-rated basis.)

EDUCATION/TRAINING: The application must clearly show a minimum of an Associate's Degree in Business or a related field. Bachelor's Degree preferred. (See NOTE under the General Application Requirements Section above regarding the verification of education/training.)

EQUIVALENCY: Education/training and/or work experience may be substituted on a year for year basis if the application clearly shows the required number of years to meet the Total Qualifying Requirement for this position (based on the sum of work experience and education/training listed above). The Total Qualifying Requirement is (4) four years. (See NOTE under the General Application Requirements Section above regarding the verification of education/training).

CIVIL SERVICE EXAMINATIONS If you meet the qualifying requirements listed above, you will be sent a letter of admission (when applicable) for the following examination(s). You must pass the written and/or performance examination(s) in order to have your name placed on the official Civil Service eligibility list for this position. Candidates who receive job offers must pass a medical examination (when applicable) prior to start date.

Written: None required for this position.

Performance: None required for this position.

Medical: None required for this position.

Contact Info

Name: Jennifer Olzinger, NIGP-CPP, CPPB
Phone: 412-255-2640
Email: jennifer.olzinger@pittsburghpa.gov
Closing Date: March 27, 2023