Purchasing Coordinator, Pitt County (closes 4/5/19)

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Closing: April 5, 2019
Minimum Salary:  $44,508 annually

Description

Under general supervision, performs procurement and administrative work in the Financial Services Department. Work primarily involves coordinating the purchasing activities of County departments to ensure compliance with North Carolina and Federal statutes and local policy while ensuring that the County receives the best return for money spent without sacrificing quality. This employee works with departments to prepare, evaluate and award Requests for Proposal (RFP) and Requests for Qualification (RFQ), and quotes for the procurement of various commodities and/or services. This employee also performs contract duties to include receiving contract documents from departments, assisting departments with evaluating, reviewing, processing, ensuring applicable compliance, routing contracts through the contract process and securing executed contracts. This employee assists with the credit card program, the sale of surplus goods, and provides training for departments. This employee will also oversee the County’s efforts with oversight and reporting compliance as it relates to historically underutilized businesses. This position reports to the Deputy County Manager/Chief Financial Officer.

Duties and Responsibilities

  • Works collaboratively with departments to assist, coordinate and manage the procurement of goods and/or services throughout the County.
  • Works with County Legal to ensure that all County procurement activities, including contracts, adhere to applicable laws and policies.
  • Works closely with County Engineer on construction projects. Assists in the preparation of formal bids and requests for proposals/requests for qualifications; assists with development of specifications. Prepares legal advertisements for review by County Legal. Coordinates and facilitates pre-bid conferences and oversees the opening and public reading of bids. Analyzes bid tabulations and contributes to bid award recommendations. Ensures items are prepared for Board consideration.
  • Manages the County’s vendor solicitation and registration activities. Notifies existing and prospective vendors of impending procurement needs and projects. Interviews potential vendors, registers all new vendors and monitors vendor database for accuracy and updates. Provides vendors with feedback on County satisfaction with goods/services and follows up on issues of delivery, cost or quality when they exist. Consults and negotiates with vendors.
  • Develops, revises and maintains County policies and procedures as it relates to procurement activities. Provides training to Department heads and related staff. Provides technical assistance. Updates and maintains the procurement/contract file system.
  • Prepares and submits “Historically Underutilized Businesses” (HUB) reports to the State, as required by law and/or rule.
  • Oversees the County’s credit and/or purchase card system and processes.
  • Coordinates the sale or donation of the County’s surplus property.
  • Prepares various procurement reports to aid in budget preparation, monitoring and evaluation. Will generate other reports as needed and requested.
  • Manages County contracts and ensures proper authorization is obtained prior to initiation, including, but not limited to governing board, manager, legal review, insurance coverage and pre-audit.
  • Serves as a member of the Financial Services Emergency Management Logistical Team.
  • Maintains Procurement intranet page and serves as Content Manager for purchasing web pages including bid and RFP page. Maintain and update various contract templates as needed due to legislative updates/changes, format and/or Legal Department requested visions.
  • Maintains and updates listing of disbarred State and Federal vendors.

Knowledge, Skills, and Abilities

  • Considerable knowledge of modern governmental procurement principles, methods and procedures and various grades and qualities of goods and/or services being acquired.
  • Thorough knowledge of the methods and procedures used in preparing bid specifications.
  • Ability to monitor and stay abreast of changes in purchasing methods and practices.
  • Thorough knowledge accounting principles and methods of contracting in relation to purchasing needs.
  • Knowledge sufficient to interpret established rules and regulations and review work for compliance to standards.
  • Ability to independently administer and review work for compliance of moderate complexity and/or scope.
  • Ability to establish policy and procedures, propose procedural changes and policy revisions related to area of responsibility.
  • Ability to assess position of the County and vendors during negotiations, explore and develop creative alternatives and facilitate and implement resolution.
  • Considerable analytical and operational review skills. Ability to prepare and compile clear and concise financial and administrative reports.
  • Ability to establish and maintain effective working relationships with internal customers and outside vendors.
  • Ability to work independently in the absence of supervision and to exercise independent judgment and initiative.

Education and Experience

Bachelor’s degree in public administration, business administration, accounting, finance or related field and 3 years of progressively responsible experience in purchasing work, preferably in a governmental setting; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.