Purchasing Coordinator
Job No:
672
Band / Level:
GRADES NON-EXEMPT - D
FSLA Status:
Non-Exempt
FT / PT / Seasonal:
Full-Time
Positions for Job 672
Position
Department
Cost Center
Reports To
Purchasing Coordinator
1249
Finance Budget & Administration
Finance & Accounting 1520
Supv, Accounting & Finance
268
Summary
The purchasing coordinator provides citywide support to departments to navigate compliance with the City's purchasing policies, travel policies and non-department specific cooperative purchasing. The position will act as the City's purchasing card administrator. The position will act as the coordinator of the City's membership club and online procurement programs. The position will act as the Finance Department Liaison for coordinating purchasing issues between departments, the Law Department, the City Manager's Office and the City Clerk.
Duties and Responsibilities
  • Purchasing Liaison: Act as primary Finance department liaison with outside departments for items related to purchasing. Provide training and support. Assist departments in Bid, RFP and RFQ processes.
  • ERP Training and Support: Provides high-level support to interdepartmental users of the financial ERP system related to purchasing requests and payment processing.
  • Compliance management: Ensuring compliance with the City's procurement policies and regulations.
  • Budget Analysis: Collaborate with departments to align procurement activities with Budget Constraints.
  • Purchasing Card Administrator: Overseeing the day-to-day management of a company's purchasing card program, including issuing cards to employees, setting spending limits, monitoring transactions for compliance, training cardholders on proper usage, and resolving any issues related to card activity, ensuring adherence to company policies and procedures regarding small dollar purchases.
  • Travel Program: Oversees the financial aspects of the City's travel program, including maintaining a log of city employee/governing body/planning commissioner travel advances and settlements.
  • Club Shopping: Manages club shopping membership program for outside departments.
  • Cash Management Coordination: Coordinate with others in the Cash Management Area regarding coverage, daily tasks, administration and resolution of technical ERP issues. Coordinate Armored Car Services.
  • Special Projects: Coordinate and/or assist with Special project as needed.
General Qualifications
EDUCATION:
  • Associate's degree in the following field(s) of study: Accounting, Supply Management is required. Bachelor's degree preferred.

EXPERIENCE:
  • Minimum of two years of progressively responsible professional experience in supply management, cash management, accounts payable or accounting.

SPECIAL LICENSE(S)/CERTIFICATION(S):
  • Association of Governmental Auditors (ALGA) membership is preferred.

SKILLS:
  • Analytical skills, including research skills, ability to interpret data, ability to conceptualize, ability to analyze information, and ability to write formal recommendations based on findings.
  • Attention to detail.
  • Basic mathematical and accounting skills.
  • Budget-related skills, including advanced accounting, math, and statistics skills.
  • Computer software
    - database creation/maintenance skills.
  • Computer software
    - desktop publishing skills.
  • Computer software
    - presentation skills.
  • Computer software
    - spreadsheet skills.
  • Computer software
    - word-processing skills.
  • Facilitation skills, including curriculum/agenda development, marketing skills, ability to help group's focus, ability to use group decision-making to gain commitment, and/or ability to encourage participation.
  • Human Relations/Interpersonal skills.
  • Leadership skills, including strategic planning skills, goal-setting skills, assessment skills, collaboration skills, and complex decision-making skills.
  • Project management skills, including organization, coordination of duties, and/or accomplishment of goals.
  • Working knowledge of public sector administration.
  • Public speaking/presentation skills.
  • Supervisory skills, including motivation, delegation of duties, evaluation, etc.
  • Time management skills, including the ability to manage multiple concurrent projects and meet deadlines.
  • Written and oral communication skills.

MENTAL REQUIREMENTS:
  • Ability to meet deadlines.
  • Diplomacy and judgment.
  • Ability to train and guide others.
  • Ability to recognize and protect confidential information.
  • Ability to prioritize multiple tasks.
  • Ability to read and comprehend federal, state, and local policies and regulations.
  • Ability to carry out assignments through oral and written instructions.
  • Ability to work independently.
  • Ability to work in a hectic environment with many interruptions.
  • Ability to analyze and recommend possible solutions.
  • Ability to learn and understand PC software applications.
  • Alpha and numeric recognition.

PHYSICAL REQUIREMENTS:
  • Ability to make and receive phone calls.

SUPERVISORY RESPONSIBILITY (Direct & Indirect):
  • May serve as a team lead but not a true supervisor - coordinates work of other employees to include: assign tasks, train on task performance, schedule work, review the work of others, and instruct other employees in methods or procedures needed to carry out their jobs.