Purchasing Coordinator

Job Title: Purchasing Coordinator

Classification: Non-Exempt

Department: Finance Division: Purchasing

Supervisor: Purchasing Manager


Effective: 10/28/2024

JOB SUMMARY:

The Purchasing Coordinator is the central buying Coordinator for the City of Mission and assists with overall day-to-day operational aspects of purchasing within the City. The purpose of the Purchasing Coordinator is to ensure that the City of Mission complies with all City Ordinances, State and Federal laws and regulations pertaining to procurement and contracting and assist Department Directors with the task of purchasing by centralizing the purchasing and contracting functions of the City. The objectives of the Purchasing Department are to facilitate the operation of City departments in servicing the public, ensure fair and open competition among sellers, acquire the highest quality merchandise at the lowest price, ensure prompt deliveries, and establish a good business relationship with all interested bidders. The individual has daily contact with the public, internal departments and performs other duties assigned by the Purchasing Manager. This is a fast-paced environment that requires the employee to have daily contact with other departments and the private sector requiring courtesy, tact, and diplomacy.

Qualifications

EDUCATION & EXPERIENCE REQUIREMENTS:• Associate's degree in Business Administration, Finance, or related field from an accredited university or college preferred.• High School Diploma or G.E.D. required.• Minimum of two (2) years of progressively responsible experience involving purchasing, finance, accounting, or related duties.III. EMPLOYMENT REQUIREMENTS:• Applicant will be subject to a complete background investigation. Incomplete, inaccurate and/or failure to report information will cause the applicant rejection from consideration.• Applicant must take and pass a drug, physical, and pre-placement screening administered by the City of Mission doctor at the City's expense.• Applicant must have a current valid Class "C" driver license issued by the Texas department of Public Safety with no more than two (2) moving traffic violations within the past two (2) years.• Applicant must have a neat and professional appearance.


Miscellaneous Information

SKILL ABILITY REQUIREMENT:• Follow a firm work schedule as directed by Purchasing Manager.• Ability to compute, maintain and prepare complex records correctly, ensuring confidentiality.• Deal with various types of inquiries tactfully, courteously, and in a business manner.• Follow instructions orally or in written form and perform tasks with little or no supervision.• Establish and maintain effective working relationship with office staff, auxiliary departments, vendors, elected officials and the general public.• Make decisions based on available data/criteria, laws and regulations, or city policy.• Effective interpersonal skill to communicate with all levels of supervisory and non-supervisory employees, government entities, vendors and others both inside and outside of the City of Mission; build appropriate rapport; build constructive and effective relationships; use diplomacy and tact; able to diffuse even high-tension situations comfortably.• Ability to demonstrate an obligation to department and City of Mission in handling materials and information of confidential nature.• Ability to use time effectively and efficiently; value time; concentrate efforts on the more important priorities; able to attend to a broader range of activities.• Ability to be action oriented and full of energy for the challenging items; not fearful of acting with a minimum of planning; seizes opportunities.• Must be able to multi-task, prioritize work, manage time efficiently using self-initiative, must oversee assignments through completion using mature judgment, while maintaining a clear path towards goals and objectives while being interrupted constantly. Must have a high degree of retention skills.• Ability to demonstrate an obligation to department and City of Mission in handling materials and information of confidential nature.• Ability to communicate proficiently in the English language and ability to communicate in Spanish helpful, but not required. • Must be knowledgeable in accounting and data processing. • Must be proficient in using Microsoft Word, Excel, Power Point, Internet and E-mail.• Ability to interpret legal contractual documents.ESSENTIAL JOB FUNCTIONS:• Answer calls from vendors and departments concerning purchasing business.• Receive vendors, visitors, answers questions and inquiries to resolve issues at hand.• Interact with vendors and assist various City Departments concerning vendor products and services.• Maintains and enforces the procedures outlined in the Purchasing and P-Card Program Policies and Procedures Manuals and other Purchasing policies.• Maintain and update departmental files and databases.• Reviews requisitions, of a moderate to complex nature, and processes purchase orders on a daily basis.• Reviews and determines the acceptability of price quotes and supporting requisition documentation.• Conducts cost analyses to ensure quality merchandise and service at the lowest and best possible cost.• Investigate and analyze prices, market conditions, new products, etc., for the benefit of the City. • Investigate prospects for discounts such as quantity and early payment discounts for goods/services procured.• Advise and assist City departments in the formulation of policies and procedures regarding the purchasing function and make recommendations to Department Directors and supervisors regarding such policies.• Maintains and enforces the City P-Card program and P-Card Policies and Procedure.• Serves as the Purchasing Division's P-Card Liaison and prepares reconciliation of all Purchasing Division P-Card transactions.• Assigns Bid Numbers for requisitions and maintains logs annually.• Assists with receiving and logging bids/proposals received from vendors.• Conducts meeting with vendors for quality control, product/service concerns, and vendor registration and onboarding.• Assists with the vendor registration process.• Serve as a backup to attend vendor outreach and networking functions.• Prepares purchasing reports for management review including but not limited to counts and analyses of purchase orders issued, requisitions received, vendor meetings held, vendor registrations completed, etc.• Maintains and enforce the City's Travel Policy and reviews Advance Travel Requests and Expenses.• Prints encumbrance reports on a quarterly basis and distributes to all departments.• Reconciles all outstanding purchase orders and encumbrances with the general ledger appropriation accounts on a monthly basis.• Assists in the development of quarterly and yearly purchasing training for City Departments. • Type letters and other documents as requested and within the time frame specified by the Purchasing Manager.• Undertake assignments/projects assigned by the Purchasing Manager.• Handle special projects of diverse nature as assigned.• Perform other duties as assigned.VI. NON-ESSENTIAL JOB FUNCTIONS• NoneVII. EQUIPMENT/MATERIALS: General office and safety equipment/materials to include but not limited to the following:• Personnel Computer• Computer printer and mouse• Copy machine• Fax machine• City vehicle• Ten key calculator• Computer Software• Personnel Policy ManualMANUAL DEXTERITYBoth fine and gross hand manipulation are required to perform essential job functions. Gross hand manipulation is utilized to grip a series of files and reposition a keyboard to different computer stations and transport binders, books, storage boxes, chairs, and boxes of paper to storage or printing areas. Fine finger dexterity is required to hand write notes, fill out forms, type reports, letters, and memos, input data in computer, and document information needed for day to day tasks.