Purchasing Coordinator

The Purchasing Coordinator facilitates the purchase of commodities, goods and services necessary to support Village-wide operations at the lowest cost consistent with considerations of quality, source reliability and urgency of need based on the Village’s Purchasing Policy. An employee in the classification prepares and evaluates invitations to bid, requests for proposals, and price quotations and works to ensure vendors comply with all contract specifications, terms and conditions. This position acts as the liaison between Village Departments and vendors to assure fulfillment of contracts. Work is performed under the direction of the Public Works Director and Deputy Village Manager. Responsibilities Exercises direct contact with Department Directors or their designees to discuss and project annual purchasing needs for their respective areas. Provides support to employees and Department Directors regarding budget and purchase information related to contracts, emergency and repair information, current industry practices and standards. Maintains relations with and analyzes alternate source contracts resulting from other agencies and/or cooperative groups to determine if they are to the advantage of the Village. Remains up to date with current legislative requirement, governmental contracts, cooperative bids, training opportunities, and industry practices which may benefit the Village. Utilizes outside resources including State and other municipal contracts to determine the most cost effective purchasing method. Creates and transcribes bids, quotes, work orders, RFPs, Notices of Award, Notices to Proceed; solicits by advertising in applicable newspapers and/or by adding them to the third party software and the Village’s website; sends notices for opening dates and times. Prepares written specifications that will best serve the interests of the Village, ensuring adherence to specifications that are definite, certain, and which permit free and open competition. Oversees the competitive solicitation process to include: Creating the competitive solicitation document; Approving the specifications, terms and conditions; Approving the evaluation criteria; Selecting members of the evaluation committee; and Facilitating the evaluation committee meeting to rank vendors or tabulate and evaluate bids and replies in order to select the lowest and best offer to the Village. Negotiates contracts when appropriate. Coordinates with other departments to ensure timely and accurate contract administration and problem resolution. Prepares purchase requisitions, contracts and agreements for review and approval by the Village Manager and/or Village Council as determined by Village Policy. Coordinates the review and approval process with Village attorney. Meets with vendors to resolve bid disputes, contract discrepancies, and non-performance issues. Maintains documentation on current, continuing contracts and contract expiration dates as well as appropriate insurance for all contracts as required by Village guidelines. Sends vendor renewal notices. Administers and tracks Village ground leases, tower leases, and property leases; tracks renewals, insurance requirements, and Village responsibilities with each lease, including property and building maintenance. Maintains emergency agreements and procedures with vendors and other governmental entities for disaster preparedness. Tracks and maintains vendor performance reports. Develops vendor relationships with key suppliers, sales representatives, and customers. Researches suppliers and vendors to ensure efficient and accurate pricing. Assists with grant-related activities, including maintaining records, tracking deadlines, gathering supporting documentation, and coordinating reporting requirements. Provides administrative support for grant applications, compliance tracking, and reporting activities. Presents an ethical and professional demeanor in all dealings in compliance with the Village’s policies. Oversees and coordinates the disposal, transfer, and sale of all surplus items for the Village. Manages risk insurance claims for the Village. Assists in providing purchasing training to Village staff. Follows adopted policies and procedures in accordance with Village goals and objectives. (The above list of essential functions is not meant to be all inclusive. Other duties may be required and assigned.) Qualifications Associate degree in business administration, contract management, procurement, or related field from an accredited college or university. Licensed as a Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) as designated by the Universal Public Procurement Certification Council preferred, or; Certification from the Institute for Supply Management as a Certified Purchasing Manager (CPM) or as a Certified Professional in Supply Management (CPSM) preferred. Two (2) or more years of procurement or finance experience, preferably in a governmental agency or municipality that provides broad knowledge of public administration systems. Must possess and maintain a valid Florida driver’s license. Thorough knowledge of general office practices and procedures. Strong analytical, math and decision making skills. Demonstrated ability to communicate effectively, both verbally and in writing, and to work collaboratively with diverse groups. Knowledge of current computing technologies and software applications appropriate to the position’s job responsibilities. Physical Requirements Tasks involve the ability to exert slight physical effort in sedentary to light work but may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5-10 pounds). Environmental Requirements Work is performed in normal office conditions with infrequent exposure to adverse environmental factors. #J-18808-Ljbffr