Purchasing Coordinator

GENERAL PURPOSE

Under the general direction of the Finance Director, responsible for providing assistance to all City departments with purchasing goods and services by abiding by all laws and policies. This is accomplished by administering the purchasing and procurement process, preparing bid and request for proposal documents, and assisting departments with vendor issues and quotes.  The Purchasing Coordinator is also responsible for administering the fixed asset program.

REPORTING RELATIONSHIPS:

• Reports to: Finance Director
• Supervises: none 

MAIN JOB TASKS AND RESPONSIBILITIES

• Provide premier customer service to internal and external customers by responding to requests in a timely and professional manner.
• Ensure the timely procurement of goods and services utilizing competitive bidding, competitive sealed proposals, emergency purchases, exemptions, and sole source procurements in accordance with city procurement policies and all other applicable federal, state, and local laws, policies, and procedures.
• Consult with department personnel on procurement needs and provide technical assistance.
• Assist in determining solicitation method for procurements; may also assist with high profile contracts.  
• Plan, administer, and execute the procurement process to include preparing and distributing request for bids and proposals, developing specifications/scope of work, developing pricing/evaluation matrix, finalizing solicitation documents, conducting pre-bid meetings, drafting addendums, tabulating bids/proposals, coordinating bid openings, and facilitating the evaluation and selection award process.
• Prepare award recommendations for city council consideration.  
• Prepare and review contracts including purchase orders.
• Maintain contracts in Incode 10 Contract Modules
• Train departments on the purchasing process.
• Communicate with all departments to acquire information regarding goods and services needed to obtain quotes.
• Negotiate with vendors and outside organizations regarding procurement and contract items.
• Maintain vendor lists.
• Perform research through internet, catalog, and other material to determine available sources of supplies, materials, equipment, and services at prices and quality standards that best benefit the City.
• Consolidate the common needs of various departments and seek to obtain highest quality merchandise at the lowest possible price.
• Encourage and participate in cooperative purchasing efforts with state and local governments to increase economies by increased purchasing power (volume).
• Responsible for administration of property and liability insurance matters.
• Perform duties necessary to ensure that the city’s surplus property is sold or disposed of as appropriate and within the requirements of state law.
• Maintain the fixed asset inventory.
• Track and record capital purchases and reconcile with the general ledger.
• Assist Director of Finance with spreadsheets for the annual financial audit.
• Conveys a positive, professional image by action, communication, and appearance.
• Exhibits regular, reliable and punctual attendance.
• Performs other related duties as required/assigned.

EDUCATION AND EXPERIENCE

• Associate’s Degree from an accredited college or university, in business administration, purchasing, procurement, inventory management, or related field, preferred.
• Three (3) years of full-time work experience in technical purchasing, procurement and contract experience, preferably in the public sector, required. 
  OR
• An equivalent combination of education, training, and experience.

CERTIFICATIONS, LICENSES AND SPECIAL REQUIREMENTS

• Proof of citizenship and/or eligibility to legally work in the United States.
• Maintain valid Texas Driver’s License with satisfactory driving record, as defined by City policy.
• Must be bondable.
• Appropriate certification in related field such as Certified Public Buyer (CPB), Certified Purchasing Manager (CPM), or Certified Public Purchasing Officer (CPPO), preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of basic accounting and administrative responsibilities.
• Knowledge of federal, state, and local laws regarding contracts and purchasing.
• Knowledge of the Microsoft Office Suite Software including advanced knowledge of Excel.
• Knowledge of research techniques, methods, and procedures.
• Ability to analyze, interpret, and report research findings, recommend and take appropriate action.
• Ability to act in the best interest of the City of Lakeway, maintain confidentiality and continually strive to improve self and job performance.
• Ability to perform effectively while working independently or as part of a team.
• Ability to communicate orally in English with citizens and employees.  
• Ability to produce written documents with clearly organized thoughts and proper sentence construction, punctuation, and grammar.
• Ability to work cooperatively with supervisors, other employees, elected officials and citizens.

WORKING CONDITIONS and PHYSICAL REQUIREMENTS

• Work environment is primarily an office setting, where noise and temperature levels are moderate.
• Work occasionally requires travel, including over-night stays, involving training and conducting City business.
• May encounter occasional stressful situations.
• Must be able to sit and stand and for long periods performing keyboarding, computer work, filing and administrative work.
• Must be able to move about the office, bend or stoop to retrieve files, lift books, or other materials or equipment weighing up to 30 pounds.  May use a stepstool or stepladder to store or retrieve items of various sizes, shapes and forms weighing up to 30 pounds.
• Must possess general manual dexterity to operate computer, office machines, perform filing or other office functions; and reach for items with hands or arms.
• Must possess mental acuity for attention to accuracy and detail.
• Must see in the normal visual range with or without correction.
• Must hear in the normal audio range with or without correction.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned. This job description may be changed at any time. City of Lakeway is committed to compliance with the American Disabilities Act & Amendments Act.  If you require reasonable accommodation during the application process or have a question regarding an essential job function, please contact the Human Resources Department at (512) 314-7508.

The City of Lakeway is an Equal Opportunity Employer.