Cooperative Purchasing Program Coordinator

YourMembership/Partner co; Florida; On-site; USD 56,000 - 68,000; Full time

Benefits offered by this job

Health insurance

Vision insurance

Dental insurance

403b with employer match

Tuition reimbursement

Job summary

Florida Sheriffs Association is seeking a Cooperative Purchasing Program Coordinator to manage bid calendars, procurement activities, and vendor communications in support of cooperative contracts.

The role emphasizes integrity, collaboration, and accountability while coordinating with program leadership and partner agencies. Strong Excel and MS Office skills, plus experience with procurement and reporting, are essential.

Qualifications

• Associate degree with a minimum of five years’ experience in accounting, purchasing, or related function.
• Bachelor’s degree with one year of experience in business, accounting, or related field.

Responsibilities

• Implements bid calendars and procurement activities in coordination with program leadership and the bid calendar, ensuring timely and accurate implementation.
• Maintains current knowledge of contract items, vendors, and contractual obligations to support accurate communication and ensure compliance with contract terms.
• Serves as the primary point of contact for vendors, bidders, purchasers, and partner agencies; addresses inquiries and resolves issues, escalating as necessary to ensure timely resolution.
• Supports planning and execution of major program events, including the Executive Leadership and Fleet Exposition Conference.
• Fosters relationships through professional communication with bidders, vendors, manufacturers, and purchasers.
• Oversees the program email inbox.
• Maintains and updates program databases; prepares reports and analyzes data to support compliance tracking and informed decision-making.
• Identifies training needs and assists in developing and delivering vendor and purchaser training sessions.
• Reconciles vendor-submitted purchase orders and quarterly reports to verify data accuracy and ensure administrative fee payments comply with contract terms and conditions.
• Supports the operations of the Federal 1122 Program by assisting eligible agencies to enroll in the program, completing purchases as requested, and filing annual reports required under the program.
• Supports program committees, advisory groups, and strategic initiatives by coordinating meetings, facilitating communications, tracking action items, and assisting with special projects as assigned.
• Identifies opportunities for process improvement within Program operations.
• Assist with drafting Program communications for internal and external stakeholders.
• Conducts surveys to improve user experience and service.
• Coordinates updates to program content on the website.
• Performs other duties as assigned.

Skills

Microsoft Office

Excel

Procurement processes

Contract language

High file volumes

Desktop publishing

Value analysis

Reports

Presentations

Project management

Training others

Research

Organization

Education

Associate degree in business, accounting, or related field

Bachelor’s degree in business, accounting, or related field

Tools

Excel

Microsoft Office Suite

Job description

Under the direction of the Cooperative Purchasing Program Director, the Cooperative PurchasingProgram Coordinator coordinates the bid and administration of the cooperative purchasing contracts.The Cooperative Purchasing Program Coordinator performs administrative and operations duties andtasks specific to the position.

An important and essential job function is living the FSA's values – integrity, collaboration, andaccountability. Integrity is the foundation on which our team builds relationships and trust.Collaboration strengthens our team by relying on each individual’s unique strengths and contributions toadvance our mission. When we commit to the mission and hold ourselves accountable, each member ofthe team shines and enhances our success as a team. We practice these values in our interactions witheach other, sheriffs, sheriff’s office personnel, the members of our organization, and the citizens andvisitors we serve.

Position Duties/Responsibilities

• Implements bid calendars and procurement activities in coordination with program leadership and the bid calendar, ensuring timely and accurate implementation.
• Maintains current knowledge of contract items, vendors, and contractual obligations to supportaccurate communication and ensure compliance with contract terms.
• Serves as the primary point of contact for vendors, bidders, purchasers, and partner agencies;addresses inquiries and resolves issues, escalating as necessary to ensure timely resolution.
• Supports planning and execution of major program events, including the Executive Leadership andFleet Exposition Conference.
• Fosters relationships through professional communication with bidders, vendors, manufacturers,and purchasers.
• Oversees the program email inbox.
• Maintains and updates program databases; prepares reports and analyzes data to supportcompliance tracking and informed decision-making.
• Identifies training needs and assists in developing and delivering vendor and purchaser training sessions.
• Reconciles vendor-submitted purchase orders and quarterly reports to verify data accuracy andensure administrative fee payments comply with contract terms and conditions.
• Supports the operations of the Federal 1122 Program by assisting eligible agenciesto enroll in the program, completing purchases as requested, and filing annualreports required under the program.
• Supports program committees, advisory groups, and strategic initiatives by coordinating meetings,facilitating communications, tracking action items, and assisting with special projects as assigned.
• Identifies opportunities for process improvement within Program operations.
• Assist with drafting Program communications for internal and external stakeholders.
• Conducts surveys to improve user experience and service.
• Coordinates updates to program content on the website.
• Performs other duties as assigned.

Position Remuneration

• Salary range starting at $62k.
• Health, Vision, and Dental insurance coverage at no cost to the employee.
• 403b retirement plan with employer match options.
• College tuition reimbursement, skills and staff development available.

Employer Snapshot

The mission of the Florida Sheriffs Association as a self-sustaining, charitable organization is to foster theeffectiveness of the Office of Sheriff through leadership, education and training, innovative practices andlegislative initiatives.

The day-to-day business of the Florida Sheriffs Association is directed by a strategic plan created andapproved by the sheriffs of Florida. The plan contains three major goals:

1. To advocate for, support, and amplify the collective leadership and recognition of Florida’s Sheriffs as trusted subject matter experts.
2. To promote the safety of Florida communities by supporting the success and effectiveness ofindividual Sheriff’s Offices.
3. To ensure responsible stewardship of people, funding, and internal processes that support the effectiveness of the Florida Sheriffs Association.

Position Qualifications

• Associate degree with a minimum of five years’ experience in accounting, purchasing, or relatedfunction; or Bachelor’s degree from an accredited college or university in business, accounting,or a related course of study with one year of experience.
• Obtain and maintain the necessary training and credentials for the Federal 1122 Program withinthe State of Florida.

Position Skills

• Knowledge of Microsoft Office Suite, with intermediate skills in using Excel.
• Knowledge of procurement processes, statutes, and procedures.
• Knowledge of items on the FSA contracts.
• Familiarity with contract language and terminology.
• Familiarity with managing high file volumes.
• Ability to perform desktop publishing.
• Ability to perform value analysis and track price trends.
• Ability to prepare and analyze reports.
• Ability to organize, prioritize, and manage several tasks.
• Ability to conduct research and create presentations.
• Ability to guide and instruct others and manage projects.