Purchasing Coordinator

County of St. Clair; Port Huron (MI); On-site; USD 55,000 - 75,000; Full time

Job summary

County of St. Clair in Michigan seeks a Purchasing Coordinator to advise departments on procurement, review requisitions for compliance and determine cost-effective methods.

You will draft solicitations, manage evaluation teams, prepare contract awards, and support cooperative contract opportunities; CPPB/CPPO preferred. Strong MS Office and vendor relations knowledge required for public-sector purchasing success.

Qualifications

• Bachelor's degree in Procurement, Business Management, Accounting or related field.
• Minimum three years of professional procurement experience for government or large organizations.
• CPPB and/or CPPO certification is highly preferred.
• Thorough knowledge of modern purchasing methods, policies, and procedures.
• Strong public relations, communication, and vendor management skills.
• Ability to lead all aspects of the RFP process and evaluate bids.

Responsibilities

• Draft and recommend purchasing policies and procedures.
• Create alternatives to traditional purchasing and develop complex formal solicitations.
• Manage evaluation processes and negotiate best-and-final prices.
• Prepare and present contract award recommendations to the Board.
• Determine countywide contracts and cooperative purchasing opportunities.
• Assist departments in obtaining commodities and services at optimal prices.

Skills

Public relations

Detail oriented

Analytical thinking

Negotiation

Communication

RFP process

Vendor relations

Education

Bachelor's degree in Procurement/Business/Accounting

CPPB certification

CPPO preferred

Tools

Microsoft Office

Outlook

Procurement software

Job description

The Purchasing Coordinator advises and assists the various departments with the purchasing of goods and services. The Purchasing Coordinator may assist in the review of purchase requisitions for completeness, accuracy and compliance with existing policy and procedures to determine the most cost effective and efficient method of procurement to purchase the needed good/services. The Purchasing Coordinator performs complex formal and informal solicitations, manages evaluation teams and prepares evaluations for goods and services and professional services agreements and has independent purchasing power.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Drafting and recommendation of purchasing policies and procedures.
• Creation of alternatives to traditional purchasing.
• Develop highly complex formal solicitations, manage evaluation process, and make recommendations to negotiate the best and final price.
• Prepare and present contract award recommendations to the Board of Commissioners.
• Determine the need for countywide contracts and/or those goods/services where the County could establish cooperative contracts for the potential use of other government entities.
• Assist County departments in obtaining commodities and/or services at the most optimal prices.
• Other duties as assigned.

SUPERVISION RECEIVED:

The Purchasing Coordinator works under the direct supervision of the Accounting Manager.

SUPERVISORY RESPONSIBILITIES:

This position exercises no direct supervision, however this position may be indirectly supervising or instructing staff in other departments in the proper use of the purchasing system.

EXPERIENCE, SKILLS, EDUCATION:

• Requires a Bachelor's degree with a major in Procurement, Business Management, Accounting or related field.
• A minimum of three years professional level experience involving the procurement of a wide range of commodities, equipment, professional services and supplies for a government agency or a private company with a substantial purchasing program is required.
• Certification as a Certified Public Purchasing Buyer (CPPB) and/or Certified Professional Purchasing Officer (CPPO) is highly preferred.
• Thorough knowledge of modern purchasing methods, procedures and policies
• Must have good public relations abilities for dealing with departments and vendors
• Must be highly motivated, detail-orientated with experience leading all aspects of the RFP process
• Ability to perform complex and technical calculation when evaluating vendor bid responses.
• Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.
• Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.
• Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly; communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.

ESSENTIAL ABILITIES FOR ALL ST. CLAIR COUNTY JOB CLASSIFICATIONS:

• Ability to demonstrate predictable, reliable, and timely attendance.
• Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.
• Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.
• Ability to learn from directions, observations, and mistakes; and apply procedures using good judgment.
• Ability to use discretion and maintain sensitive and confidential information.
• Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.
• Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.
• Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.
• Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required.Proficiency may be tested.

CONDITIONS OF EMPLOYMENT:

• Prior to starting employment, the candidate must complete a satisfactory background check. The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.
• Must possess a valid State of Michigan operator license and maintain this license throughout employment in this position.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

• Speak to others to convey information effectively.
• Read, interpret and understand procedures, rules, technical information, instructions and manuals.
• Hear and understand information presented through spoken words and sentences.
• Specific vision requirement includes close vision, distance vision, color and depth perception.
• Use hands to operate a computer, handle materials and operate equipment.
• Push or pull carts, reach with hands and arms forward, above and below shoulder level.
• Occasionally lift, move or carry objects, equipment and supplies weighing up to 50 pounds.
• Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.
• Stand and walk, climb stairs.
• Travel to various County departments when needed.

Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not to be construed as an exhaustive list of all job requirements or duties performed. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER:

It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.