Purchasing Coordinator

SCV Water

14h

About The Position

Under direction, independently performs or assists Agency staff in purchasing transactions for a variety of materials, supplies, services and equipment in accordance with Agency and State standards, policies and legal requirements; sources and negotiates within established authority the purchase of goods, services and materials; assists in the creation of bids and Requests for Proposals for both goods and contract services; performs other related duties as required. The Purchasing Coordinator is responsible for performing a variety of work assignments involved in the researching, sourcing, ordering, receiving and distribution of supplies, material and services. Incumbents work independently performing the full range of duties and ensuring that purchasing and service contracts meet Agency and State legal requirements. Incumbents are expected to provide customer-responsive, cost-effective and high-quality purchasing support and advice to Agency staff. This class is distinguished from the next lower class of Purchasing Technician by performing the more complex professional/technical duties and the incumbent may provide lead supervision to lower-level staff.

Requirements

Any combination of education and experience that has provided the knowledge, skills and abilities necessary for a Purchasing Coordinator. A typical way of obtaining the required qualifications is to possess the equivalent of four years of experience in the purchasing and inventory of materials and supplies preferably for a water agency and the equivalent of graduation from a college/university with course work in business administration, public administration, materials management. Experience working in a purchasing function at a technical level may be substituted for college on a year for year basis.
Possession of a valid California Driver's License, or evidence of equivalent mobility, to be maintained throughout employment.
Knowledge of: Operations, services and activities of a water agency as it relates to procurement; principles, practices, methods, and techniques for public agency purchasing, including competitive bidding processes; sources and types of products, commodities, and services used by a water agency; general principles, procedures, and practices of record keeping; principles of contract management; regulations and legal requirement of purchasing processes in the public sector; principles of lead supervision; basic principles of purchasing software; English usage, spelling, grammar, and punctuation; basic mathematical principles; occupational hazards and standard safety practices.
Skills to: Operate standard purchasing and accounting software.
Ability to: Coordinate and perform a variety of functions relating to the purchase of materials, supplies and services; exercise sound judgment in determining proper work methods and procedures, assembling and evaluating information; assist in coordinating internal and external services to fill Agency’s purchasing needs; perform research, analyze options and make recommendations regarding vendors and products write English at a level necessary to compose clear and concise reports, bid information and correspondence; effectively operate a personal computer and software; lead the work of assigned staff in the purchasing function; work independently and as part of a team; make sound decisions within established guidelines; observe safety principles and work in a safe manner; communicate clearly and concisely; establish and maintain effective working relations with Agency staff, outside agencies, vendors and the public.

Nice To Haves

Prior contract experience and supporting fleet operations, facilities, warehouses, or public agency procurement is highly desirable.

Responsibilities

Performs a variety of procurement related duties in the identification, sourcing, negotiation, and receipt of goods and services to ensure practices are in accordance with Agency and State guidelines.
Receives and analyzes purchase requisitions to ensure completeness, accuracy, and needs; confers with departments to obtain additional required information and resolve questions regarding specifications and scope of work statements.
Prepares clear and concise product and services descriptions for inclusion on purchase orders and contracts for services; ensures product specifications are complaint with Agency standards, policies and procedures.
Conducts studies to determine new or better sources of supply for products, services and commodities and assists Agency staff in analyzing product options.
Confers with departments to resolve problems relating to substitutions, delivery schedules and vendor problems; follows up on purchase orders to ensure products are received in a good order and on a timely basis; assists in resolving vendor disputes; prepares correspondence for departments in addressing purchasing issues; assists in the reconciliation of payment discrepancies.
Establishes newly awarded contract services with outside contractors; verifies prevailing wage compliance.
Enters purchase orders and agreements information into the Agency’s financial system.
Assists in the Agency’s shipping and receiving activities.
Assists in the vehicle fleet maintenance, purchasing and inspection program.
Assists with coordination of the Agency’s surplus sales of assets.
Trains Agency staff on purchasing processes and mandates.
Ensures that safety procedures and regulations are followed.
Establishes positive working relationships with representatives of community organizations, state/ local agencies, Agency management and staff, and the public.
Perform other duties as required.