Administrative Procurement Coordinator

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

Types correspondence, emails, invoices, statements, reports, and other materials; composes and types letters, memoranda, minutes, notices, and other correspondence.
Prepares a variety of periodic and special reports relevant to the department’s operations and functionality.
Prepares, accumulates, and uploads applicable Agenda items and supporting documentation, including resolutions, forms, purchase orders, contracts, checklists, etc.
Works directly with Procurement staff in the production of purchasing documents using Microsoft Office programs and assists in preparing City Manager memorandum and resolution packages.
Operates the computer-based contract control system to monitor the department’s new and existing contracts, while monitoring expiration dates, Certificate of Insurance, and ensuring the contracts supporting documents remain valid for performance.
Tracks and report procurement related performance measures and deliverables related to DPU.
Assist with responses to public information and service requests, including the accumulation of information and documents to respond to requests timely.
Maintains the document control logs for both incoming and outgoing documents; assist with information relating to DPU Hollywood’s connect tracking.
Requisitions supplies, assists in the preparation of budgets and payroll, checks operating reports for accuracy and conformance to policies and standards.
Operates a computer, photocopier, printer, calculator, facsimile machine, and recording equipment.
Maintains manual or automated filing systems; prepares and organizes documents and related records, including procurement templates, forms, and checklists.
Maintains appointment calendar for self and Assistant Directors, and other executive level as requested.
Responds to telephone or in-person inquiries; greet the public; provide information on departmental services and functions; direct callers.
Collects, and compiles data for operation administrative and annual reports, agendas, and agreements; performs varied arithmetical computations.
Schedules and coordinates events with Office of Procurement for DPU to include procurement events, meetings, trainings presentations, conferences.
Effectively and positively represents the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
Work in conjunction with Procurement on DPU’s disposal of surplus property, transfers, etc.
Establish and maintain effective and professional relationships with work colleagues, supervisors, and managers.
Performing other duties as required.
The Requirements
EDUCATION/EXPERIENCE:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required:

High School Diploma or GED equivalent plus three (3) years of progressively responsible administrative experience in procurement, including the use of computers and standard software applications such as Word and Excel.

Preferred:

Associate Degree in a related field plus five (5) years of progressively responsible administrative experience in procurement.

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

CERTIFICATES, LICENSES, REGISTRATIONS:

Valid Driver’s License: With proof of automobile insurance
Background Check: Must have an acceptable background record
Driving Abstract: Must have an acceptable driving record
KNOWLEDGE, SKILLS, ABILITIES:

Knowledge of purchasing principles, policies, and procedures.
Knowledge of business English, spelling, grammar and arithmetic.
Skill in fundamental computer operations, which includes basic knowledge of word processing through Word, spreadsheet operations through Excel and purchasing applications, and general financial software
Ability to adapt to software updates as intended for application integrations with procurement acquisitions and cross-references, i.e. City Works Etc.
Considerable knowledge of municipal and departmental rules, regulations, and functions.
Skill in communicating effectively, both orally and in writing.
Ability to assimilate, analyze, and summarize data relative to the procurement function.
Ability to work independently and exercise good judgment and with little direct supervision
Ability to understand and follow complex oral and written instructions
Ability to express ideas clearly and concisely, graphically, orally and in writing.
Knowledge of software packages such as Microsoft Office, Adobe Suites, GIS, and the techniques of preparing maps and charts.
Ability to establish and maintain effective and professional working relationships with colleagues, supervisors, managers, administrators, and the public.