Purchasing Clerk

Quinte West; Quinte West; Hybrid; CAD 45,000 - 70,000; Full time

Job summary

An established industry player is seeking a Purchasing Clerk to support the Purchasing Coordinator and Insurance and Risk Management Coordinator. This role involves assisting in purchasing, tendering, and risk management tasks, ensuring accurate record-keeping and communication with vendors. The ideal candidate will possess strong communication and analytical skills, along with a Community College Diploma in Business Administration or a related field. Join a team dedicated to providing excellent service to the community while enjoying competitive benefits and opportunities for professional growth.

Benefits

Employer-paid extended health benefits

Minimum of 3 weeks vacation

Flexible Work Program

Hybrid work model for eligible positions

Compressed biweekly work schedule for eligible positions

Qualifications

• Minimum 2 years experience in public sector, proficient in Microsoft Office.
• Community College Diploma in Business Administration or related field required.

Responsibilities

• Assist in purchasing, tendering, and risk management for the City.
• Maintain purchase order records, liaise with vendors, and process payments.

Skills

Communication Skills

Interpersonal Skills

Analytical Skills

Problem Solving

Professionalism

Public Relations

Tact and Diplomacy

Education

Community College Diploma in Business Administration

Accounting or related field

Tools

Microsoft Office

Google Workspace

General Office Equipment

Job description

7 Creswell Dr, Trenton, ON K8V 6S7, Canada

Job Description

Posted Thursday, December 19, 2024 at 5:00 a.m. | Expired Monday, January 6, 2025 at 4:59 a.m.

The City of Quinte West is situated on the shores of the beautiful Bay of Quinte. We are located directly along the Highway 401 corridor approximately 1.5 hours east of Toronto and 2.5 hours west of Ottawa. Over 46,560 people make Quinte West home. Quinte West’s natural setting, with its attractive scenic backdrop of rolling hills, rich farmland and clean waterways, creates a healthy environment for working, living, and raising a family. Safe, well-planned neighbourhoods and plenty of recreational activities make Quinte West the ideal place to visit or call “home”.

Division: Purchasing and Risk Management

Reports to: Purchasing Coordinator and Insurance and Risk Management Coordinator

This department is responsible for providing administrative support services, as needed, to Council and to all City departments. The Department carries out the statutory duties for the City’s Treasurer and is responsible for the taxation and providing financial support service responsibilities for the City and providing advice on fiscal, financial, accounting, purchasing, risk management and asset management matters to the Chief Administrative Officer (CAO) and Council on all statutory, operations and custodial matters affecting the finances of the City.

Purpose and Scope:

The Purchasing Clerk is responsible for assisting the Purchasing Coordinator and Insurance and Risk Management Coordinator in the purchasing, tendering and risk management requirements for the City of Quinte West and for providing clerical assistance as required to the Director and Managers in the Financial Services Department. Matters of a confidential nature shall be treated with due regard for the best interests of the Municipality and its personnel.

Duties and Responsibilities:

The position will:

• Assist the Coordinator in purchasing and tendering requirements as outlined in the Purchasing Policy and associated Schedules as approved by By-law which includes:
• Maintain city’s master purchase order records tracking distribution to staff, release to vendors, receipt of goods, and payment of invoices.
• Review and confirm that purchase orders have been matched to invoices, packing slips and/or work order; G/L code assigned and authorized payment approval has been provided.
• Submit completed invoice payment packages to Accounts Payable for payment.
• Liaise with bank to arrange for preparation of U.S. drafts when required for payment of goods or services provided.
• Maintain inventory and place orders for all Corporate Department supplies.
• Maintain inventory and place orders for all products used city wide (e.g. paper, letterhead, flags).
• Assist in the preparation and distribution of formal competitive bid documents.
• Access to release bid documents online to the general public.
• Coordination of pre bid meetings when required.
• Placement of advertisements as required.
• Responding to requests for information or clarification during the tender period including preparation of addenda as required.
• Coordinate public meetings for opening of bid documents.
• Complete preliminary checking for mandatory requirements and evaluation of bid submissions.
• Preparation of meeting minutes.
• Preparation of Notice of Intent to Accept notifications.
• Reporting any unusual activity to the Coordinator.
• Purchasing Card processing for review and payment.
• Coordinates monthly reconciliation of all Purchasing and Fleet card statements and ensures payment is timely. Reports any irregular activities to the Coordinator.

Assist the Coordinator in the handling of Insurance and Risk Management functions including:

• Intake and screening of incoming claims.
• Initiates investigation reporting claims to appropriate parties, internally and externally in accordance with requirements of our city insurance policies.
• Liaise with city’s insurer, adjusters and legal counsel as required.
• Access to investigative reports resulting from litigation.
• Monitors insurance coverage of those supplying Goods and Services to the City. Reports and follows up on expired certificates.
• Maintains the contract module of the City’s purchasing database that tracks validation of WSIB and General Liability policies reporting any violation.

Other:

• Act as backup to other Financial Services Department staff as required.
• Assist in the preparation of reports, spreadsheets and correspondence for Department Staff.
• Provide clerical support as required to the Director, Managers and Coordinators in the Financial Services Department.
• Demonstrate a commitment to learning and overall professional development.
• Follow all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act, other applicable legislation, best practices, City policies and procedures where applicable.

Note: Above duties are representative of a typical position and are not to be construed as all-inclusive.

Contacts:

The position will have direct contact with:

Internal: All City Directors and Managers, other City Department staff, all Municipal enterprises.

External: General public, potential and actual bidders and suppliers, insurance professionals, adjusters and lawyers.

Education/Specialized Training/Skills:

The position will require:

• Minimum of a two (2) year Community College Diploma in Business Administration, Accounting or a related field.
• Excellent communication and interpersonal skills.
• Ability to deal tactfully with staff and the general public.
• Proficiency with the operation of computer programs, photocopiers and general office equipment.
• A highly developed sense of professionalism, tact and diplomacy.
• Must demonstrate respect for confidential and sensitive issues.
• Demonstrated telephone and public relations skills.
• Demonstrated ethical behaviour and business practices.
• Strong computer skills including Google Workspace, Microsoft Word, Excel, PowerPoint, email and internet.
• Strong written and verbal communication skills.
• Strong and effective analytical, strategic, critical thinking and problem solving abilities.

Nice to Have:

Although not required, the following would be considered an asset to this position.

• Completion of Ontario Public Buyers Association Educational Program – Principles of Effective Public Purchasing or equivalent.
• Certified Public Procurement Office (CPPB) Designation level two (2) minimum.
• Completion of Association of Municipal Clerks and Treasurers of Ontario (AMCTO) courses.
• Principles and Practices of Insurance course.
• Specialized courses in purchasing/tendering, financial accounting, computer based accounting, Google Workspace, Microsoft computer programs such as Word and Excel.
• A valid Class G Driver’s Licence and a safe driving record in good standing, satisfactory to the employer.
• The ability to communicate in both English and French.

Work Experience:

The position requires a minimum of two (2) years of experience within a public sector environment, using Microsoft Office and other computerized software programs.

Nice to Have:

Although not required, the following would be considered an asset to the position.

• Previous experience in a purchasing and tendering environment.

Decision Making:

This position is responsible for providing timely and accurate information to the Coordinator and responding to the direction generated by the same. The position requires some judgment involving making minor decisions affecting the accuracy and quality of work.

Supervision:

• Not Applicable.
• Position works mainly within an office environment.
• Periodic work outside may be required for the coordination and attendance of site meetings.

What we offer you:

Competitive employer-paid extended health benefits

Minimum of 3 weeks vacation

Opportunity to participate in our Flexible Work Program subject to applicable policies and approvals, which includes:

Hybrid work model for eligible positions

Compressed biweekly work schedule for eligible positions

Personal information and any supporting material are collected and administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). We thank all applicants who apply but advise that only those selected for an interview will be contacted.

The City of Quinte West is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please contact the Human Resources Department at 613-392-2841 ext. 1106 or [e-mail] to ensure your accessibility needs are accommodated throughout this process.