IT Purchasing and Contract Coordinator

City of Mesa•Mesa, AZ

9d•Onsite

About The Position

The first review of applications will be on Monday, August 31, 2026. This position is assigned to the Department of Innovation and Technology (DoIT) Purchasing Team, which performs tasks related to formal purchasing, contract negotiation, and coordinating and processing IT-related purchases Citywide. An IT Purchasing and Contract Coordinator performs difficult professional-level tasks associated with formal purchasing, contract negotiations, software licensing, asset management, and administration for IT projects and programs. The duties of this class include: developing the scope and specifications for minor to complex Information Technology projects with the customers and technical subject matter experts (SMEs) assigned to the project; drafting and reviewing Requests for Bids (RFB), Requests for Proposals (RFP), and Requests for Information (RFI); drafting, reviewing, and comparing vendor documents; evaluating proposals and bids; drafting, editing, negotiating, reviewing, interpreting, and clarifying contract provisions, legal requirements, terms, conditions, specifications, and quotations; awarding or recommending contracts; monitoring contract expenditures; monitoring software licenses and enterprise software contracts/agreements for compliance with license terms and for strategic planning purposes; responding to inquiries in regards to the legal and technical criteria for the contract award decisions; writing Council Reports and attending Council Study Sessions and regular Council Sessions, as assigned, to answer any questions or concerns; and performing related duties as required. Ensures all work is done in alignment with City and DoIT long-term strategies. The IT Purchasing and Contract Coordinator is expected to exercise considerable initiative and independence in managing the formal purchasing and contract administration duties of DoIT. An employee in this class is involved in complex bid and contract negotiations that require a broad knowledge of IT applications, infrastructure and equipment, public procurement and contract laws, federal and state regulations, City Charter, City Purchasing, and legal guidelines to maintain compliance. The IT Purchasing and Contract Coordinator may review the work of others in order to ensure compliance with standard operating procedures, federal and state regulations, City Charter, City Purchasing, and legal guidelines. This class is supervised by an IT Manager or above, administrative supervisor, or supervisor designee who reviews work through one-on-one meetings, written correspondence, team meetings, written reports, and interactions with others to ensure that overall quality results are achieved. This class is FLSA exempt-administrative.

Requirements

Graduation from an accredited college or university with a Bachelor's Degree in Purchasing, Public or Business Administration, or related field.
Considerable (3 - 5 years) professional-level experience involving procurement of equipment and services, and contract administration with a formalized purchasing program (preferably municipal).
Proficiency in Microsoft Office is required.

Nice To Haves

Strong experience in formal purchasing and contract negotiation for technology-related projects—software licenses, hardware acquisition, and system solutions—preferably in a public procurement setting.
Experience serving as a procurement liaison between an IT department and a centralized purchasing office.
Developing project scope and specifications with customers and technical SMEs.
Drafting and reviewing RFBs, RFPs, and RFIs.
Evaluating proposals and bids.
Negotiating vendor contracts.
Monitoring contract expenditures and license compliance.
Responding to contract award inquiries.
Researching historical and current procurement information.
Writing Council Reports.
Coordinating purchasing package submittments.
Experience gathering requirements and quotes.
Creating purchase orders.
Tracking deliveries.
Processing invoices.
Managing procurement credit cards with monthly reconciliation.
Familiarity with Asset Management best practices.
Broad knowledge of IT applications, infrastructure, and procurement/contract law.
Ensuring compliance with federal, state, and City regulations.
Communicating effectively at all levels of the organization.
Managing competing priorities while delivering detailed, accurate work products.
Experience with an ERP financial system (CGI Advantage) is highly desirable.
A collaborative, customer-focused team player who works well with peers, vendors, and partners is essential.
IT procurement and contract administration, license compliance management, and/or asset management experience is preferred.
College-level coursework in purchasing, public procurement, financial accounting, business or contractual law, or computer technology related subjects are highly desirable.
Professional certification as a Certified Technology Procurement Executive (CTPE) or Certified Professional Contracts Manager (CPCM) is also highly desirable.

Responsibilities

Developing the scope and specifications for minor to complex Information Technology projects with the customers and technical subject matter experts (SMEs) assigned to the project
Drafting and reviewing Requests for Bids (RFB), Requests for Proposals (RFP), and Requests for Information (RFI)
Drafting, reviewing, and comparing vendor documents
Evaluating proposals and bids
Drafting, editing, negotiating, reviewing, interpreting, and clarifying contract provisions, legal requirements, terms, conditions, specifications, and quotations
Awarding or recommending contracts
Monitoring contract expenditures
Monitoring software licenses and enterprise software contracts/agreements for compliance with license terms and for strategic planning purposes
Responding to inquiries in regards to the legal and technical criteria for the contract award decisions
Writing Council Reports and attending Council Study Sessions and regular Council Sessions, as assigned, to answer any questions or concerns
Performing related duties as required
Ensuring all work is done in alignment with City and DoIT long-term strategies
Reviewing the work of others in order to ensure compliance with standard operating procedures, federal and state regulations, City Charter, City Purchasing, and legal guidelines