Purchasing Coordinator

ESSENTIAL DUTIES AND RESPONSIBILITIES

Under minimal direction, performs senior professional level procurement, purchasing, and accounting duties in the City's Finance Department

Maintaining procurement system controls.

Recording, reporting and analysis of requisitions, purchases, and capital assets; monitoring budgetary control for assigned areas of responsibility;

Maintaining purchasing and accounting (AP) system controls;

Prepare purchase orders and requisitions and manage components of the City's financial software system and website;

May provide lead direction or supervision to assigned staff; and, performs related duties as assigned.

Assist in securing and validating of performance bid and payment bonds as required for public work contracts.

Coordinating PO requisitions, requests for bids (RFB), requests for quotes (RFQ), requests for proposals (RFP), and allotted encumbrances, ordered line items budget, project budgets;

Prepares requisitions and purchase orders, reports and analysis

Conduct month end closeout process for procurement.

Maintains current and accurate vendor and project contracts.

May present RFPs to Mayor and Council Members at monthly Council Meetings.

Generate and provide purchase order, requisition, and capital asset reports.

Process invoices associated with purchase orders and projects.

Review and manage concerns with contracts, requisitions and projects.

Monitors daily P-Card balances; maintains schedules and reconciliation of expenditures and records all transactions.

Monitors and maintains components of City website and E-Verify.

Reconcile all P-Cards, invoices and payables associated with purchase orders, and make any necessary adjustments.

Participates in the development and administration of the City's budget.

Maintains City's CIP, including analysis, preparation and recording of all CIP transactions, inventory reconciliations and required reporting.

Monitors, records and reports on payment activities; ensures that all scheduled payments are made.

Track encumbrance purchase orders balances for all departments.

Track and provide status of all construction projects.