Purchasing Coordinator - City of Apopka

GENERAL DESCRIPTION

The purpose of this position is to perform professional work in the organization, processing, and coordination of the procurement activities for the entire organization. This position serves as a public procurement official and ensures compliance with applicable policies, laws, and regulations when procuring goods, services, materials, and equipment. Provides professional support to all stakeholders involving requisitions, purchase orders, change orders, internal memos, equipment, supplies, purchasing communications, and other activities. Reports to the Purchasing Manager.

ESSENTIAL JOB FUNCTIONS

The tasks listed below represent most of the time spent working in this position. The Purchasing Manager or Finance Director may assign additional tasks within the scope of this classification as necessary.

• Maintains the integrity of the public procurement process.
• Procures or reviews the timely procurement of all goods, services, materials, and equipment in accordance with all applicable laws, policies, and procedures.
• Reviews and monitors procurements conducted by any designee, department, agency, or official.
• Interprets technical, policy, and regulatory information to plan and coordinate work.
• Provides independent judgement to review and authorize purchasing processes per policy.
• Follows procurement and contract procedures to ensure effective and efficient operations.
• Reviews and analyzes purchasing procedures and provides recommendations for policy updates.
• Participates in the continuous improvement of systems, processes, policies and procedures to ensure practices are consistent, open, and designed to encourage maximum competition and best value.
• Reviews and processes requisitions and purchase orders.
• Reviews and processes change orders.
• Reviews and processes internal and sole/single source memos.
• Coordinates and organizes Purchasing communications.
• Assists in market research for sources and vendors to find and ensure the most cost effective and competitive pricing for the purchase of supplies and services.
• Assists when necessary with the preparation of solicitation documents and methods of purchasing so as to adhere to the City code and applicable laws.
• Assists with public meetings, including but not limited to, pre-bid and pre-proposal conferences, site visits, bid openings, and evaluation committee meetings.
• Assists with contract administrative duties for ongoing contracts.
• Assists with contract negotiations and contract administration.
• Assists with preparing City Council agenda items and resolutions.

OTHER DUTIES:

Assist with ongoing trainings for stakeholders and advises new City personnel of procurement policies and procedures. Attends staff, committee, and council meetings as needed. Responds to Freedom of Information Act requests concerning procurement matters. Performs related duties as required.

KNOWLEDGE, SKILLS & ABILITIES

• Comprehensive knowledge of business practices related to purchasing.
• Comprehensive knowledge of modern principles and practices of governmental procurement and supply-chain management.
• Ability to develop effective and cooperative working relationships with key internal and external stakeholders.
• Ability to use appropriate judgement and initiative in making recommendations and resolving problems that are complex and sensitive in nature.
• Ability to analyze commodity requirements, interpret market prices and trends, and apply interpretations to procurement issues.
• Ability to successfully deal with all persons in a clear, concise and effective manner.
• Possess complete integrity and a high sense of personal and professional ethics.
• Knowledge of Microsoft Word, Microsoft Excel, and Microsoft Outlook.
• Ability to organize, multi-task, anticipate needs, and take direction.
• Ability to operate a telephone, calculator, copy machine, facsimile machine, computer, printer, and any other office equipment required.

MINIMUM QUALIFICATIONS

• 3-5 years of experience with governmental purchasing or related environments.
• Preferred Associates degree in business, accounting, finance, or closely related field. Minimum five (5) years progressively responsible experience.
• Preferred Public Procurement certifications: CPP, CPPO or any procurement related certifications.
• Excellent communication and interpersonal skills with a customer service focus.
• Ability to work cooperatively and collaboratively with all levels of employees, management, and external agencies to maximize performance creativity, problem solving, and results.

PHYSICAL REQUIREMENTS/ EQUIPMENT USED

Must be physically able to operate a variety of automated office machines and equipment including computers, calculators, general office equipment, telephone, etc. Must be able to exert up to fifteen pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time but may involve walking or standing for periods of time. Must be able to lift/carry weights of up to forty pounds.

POTENTIAL ENVIRONMENTAL CONDITIONS/HAZARDS:

Indoor environment.

JOB LOCATION

City Hall Annex. Occasional travel to other City locations and other municipalities may be required.