Purchasing Coordinator

JOB SUMMARY

This position is responsible for coordinating the City’s procurement operations, capital asset tracking, vendor management, PCard administration, and related financial functions. The role ensures compliance with local, state, and federal purchasing regulations and supports financial reporting, audit preparation, and policy updates. This position also provides informal leadership to accounts payable staff and collaborates across departments to support contract compliance and purchasing efficiency.

ESSENTIAL JOB FUNCTIONS

• Administers the City’s procurement lifecycle, including development, posting, and management of Requests for Proposals (RFPs), Requests for Bids (RFBs), and Requests for Quotes (RFQs), and Requests for Qualifications (RFQs)
• Oversees procurement policies and provide guidance and training to staff on purchasing procedures and compliance
• Maintains procurement files and ensures documentation is complete, accurate, and audit-ready
• Manages vendor and supplier records, including W-9 forms, insurance certificates, and resolution of billing or performance concerns
• Coordinates purchasing-related items for City Council agendas in collaboration with project managers and department heads
• Oversees and maintains the contract database; tracks expiration dates, renewals, and ensures required documentation (insurance, bonding, guarantees) is current
• Monitors open purchase orders, blanket POs, and change orders to ensure appropriate use and budget alignment
• Provides oversight of the City’s PCard program, including reconciliations, user account management, and policy enforcement
• Prepares and distributes monthly and year-end capital asset schedules and assists with audits and reconciliations
• Reviews and approves accounts payable transactions over $50,000 and reconciles AP accounts in collaboration with Finance staff
• Assists with daily accounting functions including data entry, journal entries, and cash receipts as needed
• Supports the annual audit process through schedule preparation and document gathering
• Manages updates to financial policies and maintains the procurement section of the City’s financial software system and intranet site
• Performs monthly audits of capital assets and assists with inventory tracking and orders for departmental needs
• Serves as a subject matter expert on procurement systems, regulations, and process improvement opportunities
• Provides informal leadership and functional support to accounts payable personnel

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Requires a bachelor’s degree in accounting, Finance, Business Administration, or a closely related field with two (2) years of work experience (preferably in local government); or an equivalent combination of experience.

KNOWLEDGE, SKILLS AND ABILITIES

• Strong knowledge of municipal procurement practices, vendor compliance, and financial controls
• Understanding of government purchasing laws, ethical procurement standards, and documentation requirements
• Strong analytical ability to learn and apply procurement principles, interpret complex financial data, and develop insightful reports and recommendations
• Knowledge of computerized accounting systems and financial software, including proficiency in Microsoft Excel and other relevant software programs
• Strong organizational skills, including the ability to prioritize multiple tasks and meet deadlines
• Ability to work independently and as part of a team
• Forward-thinking problem-solving skills with the ability to think critically and proactively identify innovative solutions to complex procurement issues
• Strong ethical standards and the ability to maintain confidentiality when handling sensitive financial information
• Ability to manage multiple projects simultaneously and meet deadlines
• Ability to collaborate effectively with other departments and external stakeholders, including auditors, vendors, and other government entities
• Ability to adapt to changing regulations and policies, and to ensure compliance with all relevant laws and regulations
• Ability to maintain a high level of accuracy and attention to detail while working in a fast-paced environment.

PHYSICAL DEMANDS

The work requires standing, walking, sitting, lifting up to 40 pounds, carrying, pulling, climbing, balancing, stooping, kneeling, crouching, reaching, handling, speaking, hearing, and seeing.

WORK ENVIRONMENT

The work is typically performed in an office environment with a moderate amount of noise.