Purchasing Coordinator

POSITION SUMMARY
Under the general supervision from the Procurement Manager, the Purchasing Coordinator performs a variety of technical procurement and related services within the City’s purchasing division; review purchase orders, purchase requisitions, bids, specifications, and invoices for accuracy and appropriateness; coordinate the purchase of supplies, materials, equipment, and services in order to support and enhance the delivery of City services; monitor contracts to ensure compliance with purchasing and related requirements; prepare and maintain a variety of purchasing related records, files, lists, and forms; respond to inquiries and provide information regarding purchasing activities,; and performs other work as required.
MAJOR DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Purchase supplies, materials, equipment and services in accordance with the City’s purchasing ordinance, policies and guidelines and consistent with the requester’s specifications.
• Coordinating purchasing activities with other departments within the city to ensure consistency in approach, terminology, and implementation.  Ensures all invoices are processed correctly and on time.
• Contact supplier/vendors to obtain competitive price bids; determine availability, terms and delivery schedule regarding specific requisitions; evaluate quote/terms; and recommend action.
• Serve as a resource to all City staff regarding all aspects of the purchasing process; advise on purchasing policies and processes; assist in the preparation of specifications and purchase orders, research specialty products and/or services; gather data and providing alternatives.
• Write requests for proposals in accordance with City’s purchasing policies and guidelines and consistent with requester’s specifications; provide supporting documentation and necessary back-up information; distribute to appropriate and approved vendors; monitor the receipt of responses to ensure timeliness and adherence to bidding process.
• Make sure all invoices have the required coding and approval by each department before payment is disbursed
• Assist in training City staff in all facets of Purchasing policies, procedures, and processes/systems; review requisitions and purchase orders to ensure completeness and compliance with City policies; develop and/or modify forms and processes for maximum efficiency and effectiveness.
• Coordinates or assists with the preparation of solicitation documents, the posting of project advertisements, the coordination of meetings, the handling of bid openings and the routing of contracts for execution/award as required by team member or supervisor.
• Prepare a variety of staff reports, memoranda, correspondence, spreadsheets, and reports to facilitate communications and understanding of Purchasing policies and process.
• May prepare reports for team, division, or department.
• Handles special projects of an administrative or operational nature as assigned.
• Performs related duties as assigned

MINIMUM QUALIFICATIONS
Associates degree in business administration, procurement, or related field with five (5) years' experience in purchasing and/or contract administration.
HIGHLY PREFERRED:
Preferred Education & Experience
A bachelor’s degree in business administration, or a related area, plus three (3) years' experience in government procurement.
Certificates, Licenses and Registrations
Certification by Georgia Department of Administrative Services or equivalent (e.g. Georgia Certified Purchasing Associate or Certified Public Purchasing Buyer) is required. 
Knowledge, Skills and Abilities

• Familiarity with public procurement terms, process, requirements, and laws.
• Intermediate knowledge of a cloud-based ERP system in addition to Microsoft Office Suite applications.
• Knowledge of administrative and office management procedures and methods.
• Organizational and project management skills.
• Knowledge of departmental structure and operations.
• Display effective oral and written communications skills, exercise diplomacy.
• Ability to build effective relationships within the department, the organization and with outside contacts.

 

• Ability to compile, organize, prepare, and maintain an assortment of records, reports, and information. 
• Intermediate use of computer hardware and office equipment. 
• Operate computers programmed with accounting software to record, store, and analyze information.
• Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes.
• Code documents according to company procedures.
• Access computerized financial information to answer general questions as well as those related to specific accounts.
• Prioritizes and plans work activities and use time efficiently

• Demonstrates accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance
• Interacts and communicates clearly with coworkers, citizens and vendors in a courteous, friendly matter
• Manages difficult situations, responds promptly to needs, solicits consultant feedback to improve service, responds to requests for service and assistance and meets commitments
• Exhibits tact, consideration, and patience in difficult situations
• Approaches sudden, unexpected challenges effectively with confidence
• Punctual, follows instructions, responds to management direction and solicits feedback to improve performance

• Problem Solving - Identifies and resolves problems time efficiently; Gathers and analyzes information; Develops solutions; Uses reason.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Organizes or schedules other tasks; Develops realistic action plans.
• Oral Communication - Speaks clearly and persuasively; Listens and gets clarification when necessary; Responds well to questions; Demonstrates presentation skills; Participates in meetings.
• Written Communication - Writes clearly and concisely; Edits work; Presents numerical data effectively; Able to read and interpret written information.

OTHER REQUIREMENTS

May work an adjusted schedule for assisting in events occurring after 5:00 p.m. such as meetings, or planned events.
REQUIREMENTS INCLUDED IN THIS CLASS SPECIFICATION MAY BE SUBJECT TO MODIFICATION IN ORDER TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES WHO ARE OTHERWISE QUALIFIED TO PERFORM THE ESSENTIAL DUTIES OF THE JOB.
Talantage, LLC is committed to presenting candidates that contribute to an organizations culture of inclusivity and its commitment to diversity in the workplace are demonstrated through our recruitment practices. We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, gender, gender identity, sexual orientation, marital status, national origin, citizenship status, disability, age, or veteran status. Our equal opportunity employment efforts comply with all applicable U.S. state and federal laws governing non-discrimination in employment.