Procurement & Contracting Coordinator

GENERAL DESCRIPTION OF POSITION

The Contracting and Procurement Coordinator reports to the Director of Procurement and Contracting is responsible for providing a wide variety of professional, complex, and confidential support duties for the Procurement and Contracting Department to ensure all processes and tasks are handled efficiently. 

The incumbent provides first-level coordination for the operations of the Procurement and Contracting Department with particular emphasis on monitoring and coordinating the flow of contracts, P-cards, and vendors, as well as conducting basic research, and responding to the needs of internal clients by liaising with City personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Screens walk-in and telephone inquiries. Receives, reviews, and routes mail.  Orders department supplies as needed. Processes department invoices for Director review. Independently responds to complaints and requests for information on regulations, procedures, systems, and precedents related to assigned responsibilities. 

2. Maintains calendar of activities, meetings, and various events for the Procurement and Contracting Officer. Calendars and monitors time-sensitive deadlines for requests. Coordinates activities between the Procurement and Contracting Department and City departments, the public, and other outside agencies.  Assists the Procurement and Contracting Officer in a variety of daily operations and performs special projects and assignments as requested.  Maintains the confidentiality of highly sensitive information.  Builds, runs, and manipulates reports as requested. 

3. Serves as a liaison between the Department, City personnel, the City Attorney, vendors, and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining departmental and City policies and procedures, or referring callers to appropriate persons.

4. Independently composes professional correspondence, reports, forms, and memoranda on a variety of subjects from simple to complex or technical, confidential matters. May include taking dictation, transcribing and composing correspondence or staff meeting minutes.

5. Prepares, proofreads, and reviews materials such as contracts, legal documents, memoranda, amendments, and resolutions to ensure accuracy, clarity, consistency, and completeness; notes necessary changes, additions, deletions, and corrections for review and approval by the management.

6. Maintains and keeps administrative documents and records in an organized manner. Works closely with the City Clerk’s Office to ensure that fully executed copies of City documents are uploaded to OnBase and that formal public records requests made to the Procurement and Contracting Department are promptly answered.

7. Tracks all contracts and renewals under $50,000 in expenditure. Adds such contracts to the City Council agenda as a report for every Council meeting.  Prints and reviews the complete agenda with the Contracting Officer immediately after publishing.

8. Assists Procurement and Contracting Officer in duties related to P-Card Program management. Serves as primary contact for all P-Card related inquiries and provides a high level of customer service and guidance regarding the City’s P-Card Program.  Reviews P-Card applications and orders new and replacement cards.  Downloads, formats, and prepares the procurement card file for import into the Munis financial system.  Preparation of the p-card file involves Excel file editing and requesting missing company information from vendors.

9. In coordination with the Vendor Relations and DSBE Program Coordinator, checks the vendor mailbox daily and adds new vendors and insurance to the Munis system. Promptly responds or forwards emails in the vendor mailbox to appropriate staff.

10. Receives incoming contracts and task-work orders for review and processing. Reviews documents with Procurement and Contracting Officer or designee. Sends contracts and Task Work Orders to Contract Specialists for signatures.  Adds fully executed documents to ERP and contract management program. Sends fully executed documents to the Clerk’s office for addition to the electronic data storage system.  Assist Contracting staff in data and document management activities as needed.

11. Receives and reviews P-Card transactions as needed and processes department invoices.

12. Works closely with the Contract Specialists, Buyers, and Vendor Relations and DSBE Program Coordinator to assist in monthly metrics reporting for the Department.

13. The position will be cross-trained to handle requisition approval, minor procurements, and vendor sourcing when needed.
14. Must be able to maintain confidential information and represent the department in a professional manner.
15. Must be able to work independently and manage simultaneous projects/tasks that may have competing priorities.
16. Must be willing to expand range of job responsibilities, as needed, based upon the needs of the department.
17. Perform any other related duties as required or assigned.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

Graduation from an accredited college with an Associate’s degree in Business or related field and five years of progressively responsible professional and administrative experience; or an equivalent combination of training, education, and experience.  A Bachelor’s degree is preferred, but not required.