Procurement Coordinator

JOB SUMMARY Under the general direction of the Assistant Director or Designee, performs technical and administrative support work in the implementation of the department’s multiple and varied types of procurement projects, including performing advanced administrative work relating to the purchasing function. The position is responsible for preparing, tracking, and submitting procurement memorandum and resolution packages for new and active contracts. The coordinator is the administrative liaison with procurement agents for contract renewal, methods of acquisition, and preparing related documentation. The position also monitors, and tracks, the electronic sourcing system (Open Gov) for all department contract support document updates and renewals and processes a large volume of purchasing-related work. The incumbent’s responsibilities include a variety of administrative activities associated with the operational needs which may include water, wastewater, stormwater, instrumentation, and control, and the functionality of underground utilities and engineering and construction services. Work requires the exercise of judgment in planning and carrying out assignments with management-level assistance in handling complex work situations. Work is normally reviewed through evaluation and discussions for accuracy and compliance with desired results. Performs related work as directed and as related to the operational needs of the department’s administrative needs. ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES Types correspondence, emails, invoices, statements, reports, and other materials; composes and types letters, memoranda, minutes, notices, and other correspondence. Prepares a variety of periodic and special reports relevant to the department’s operations and functionality. Prepares, accumulates, and uploads applicable agenda items and supporting documentation, including resolutions, forms, purchase orders, contracts, checklists, etc. Works directly with Procurement staff in the production of purchasing documents using Microsoft Office programs and assists in preparing City Manager memorandum and resolution packages. Operates the computer‑based contract control system to monitor the department’s new and existing contracts, while monitoring expiration dates, Certificate of Insurance, and ensuring the contracts supporting documents remain valid for performance. Tracks and reports procurement‑related performance measures and deliverables related to DPU. Assists with responses to public information and service requests, including the accumulation of information and documents to respond to requests timely. Maintains the document control logs for both incoming and outgoing documents; assists with information relating to DPU Hollywood’s connect tracking. Requisitions supplies, assists in the preparation of budgets and payroll, checks operating reports for accuracy and conformance to policies and standards. Operates a computer, photocopier, printer, calculator, facsimile machine, and recording equipment. Maintains manual or automated filing systems; prepares and organizes documents and related records, including procurement templates, forms, and checklists. Maintains appointment calendar for self and Assistant Directors, and other executive level as requested. Responds to telephone or in‑person inquiries; greets the public; provides information on departmental services and functions; directs callers. Collects, and compiles data for operational administrative and annual reports, agendas, and agreements; performs varied arithmetical computations. Schedules and coordinates events with Office of Procurement for DPU to include procurement events, meetings, trainings, presentations, conferences. Effectively and positively represents the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation, or sexual orientation. Works in conjunction with Procurement on DPU’s disposal of surplus property, transfers, etc. Establishes and maintains effective and professional relationships with work colleagues, supervisors, and managers. Performs other duties as required. EDUCATION / EXPERIENCE High School Diploma or GED equivalent plus three (3) years of progressively responsible administrative experience in procurement, including the use of computers and standard software applications such as Word and Excel. Preferred: Associate Degree in a related field plus five (5) years of progressively responsible administrative experience in procurement. Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements. CERTIFICATES, LICENSES, REGISTRATIONS Valid Driver’s License: With proof of automobile insurance. Background Check: Must have an acceptable background record. Driving Abstract: Must have an acceptable driving record. KNOWLEDGE, SKILLS, ABILITIES Knowledge of purchasing principles, policies, and procedures. Knowledge of business English, spelling, grammar, and arithmetic. Skill in fundamental computer operations, which includes basic knowledge of word processing through Word, spreadsheet operations through Excel, purchasing applications, and general financial software. Ability to adapt to software updates as intended for application integrations with procurement acquisitions and cross‑references, i.e. City Works Etc. Considerable knowledge of municipal and departmental rules, regulations, and functions. Skill in communicating effectively, both orally and in writing. Ability to assimilate, analyze, and summarize data relative to the procurement function. Ability to work independently and exercise good judgment and with little direct supervision. Ability to understand and follow complex oral and written instructions. Ability to express ideas clearly and concisely, graphically, orally and in writing. Knowledge of software packages such as Microsoft Office, Adobe Suites, GIS, and the techniques of preparing maps and charts. Ability to establish and maintain effective and professional working relationships with colleagues, supervisors, managers, administrators, and the public. PHYSICAL DEMANDS The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. May require the use of fingers or hands to manipulate objects such as picking, gripping, or pressing. Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception. WORK ENVIRONMENT Work is performed primarily in an office environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs. All applicants receive consideration for employment regardless of race, color, religion, gender, national origin, age, disabilities, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression (except as limited by law, Personnel Rules, Collective Bargaining Agreements, or bona fide occupational disqualifications). The City of Hollywood is an Equal Opportunity / Equal Access Employer. #J-18808-Ljbffr