Employment

The Procurement Coordinator (Buyer) supports all operational division through the procurement of goods, services and construction.  The Procurement Coordinator ensures that all purchases are made with the utmost ethical standards and compliant with state procurement policies and the Authority’s Procurement Policy that govern the procurement function. This role operates in a dynamic, deadline-driven environment, requiring candidates to excel under pressure and manage multiple tasks efficiently. Candidates must be able to work with a sense of urgency and adapt to a fast-paced environment.

Principal Duties:

1. Perform necessary purchasing procedures for the acquisition of goods, services and construction services such as heavy equipment, large tools, motor vehicles, automated office equipment and supplies, software and hardware, fuels, consulting services, industrial equipment, and construction contracts.
   • Review and prioritize requisitions and proposed specifications
   • Research existing needs in order to match current market availability
   • Prepare quote requests with specifications received from the requisitioner
   • Schedule, receive, and analyze bids/quotes
   • Perform cost analysis and negotiate the terms of procurements as needed
   • Collaborate with Risk Management to ensure that vendors have the appropriate insurance levels
   • Collaborate with Risk Management to ensure that vendors are properly bonded, if applicable
   • Recommend selected vendors regarding the awarding of bids/quotes
   • Prepare contract files for the Legal Department for procurements that require a contract
   • Collaborate with multiple departments for contracts that require Board approval
   • Issue purchase order after all appropriate approvals have been obtained
   • Ensure that the procurement file contains all documentation of the procurement

2. Continually researching potential new vendors and small and small diverse businesses
3. Attend introductory or informational meetings with vendors
4. Collaborate with Invoice Specialists and/or Accounts Payable to resolve purchase order and invoice discrepancies
5. Prepare a variety of reports as required
6. Hold Dynamics GP training sessions for new requisitioners and approvers
7. Assists with Right to Know Requests
8. Participate in special projects as assigned by the Manager

Required Knowledge, Skills, and Abilities:

• Knowledge of state procurement policies and the Authority’s procurement policy.
• Advanced knowledge of Microsoft O365 products, specifically, Microsoft Word and Excel. For example, creating charts, analyzing data, sorting data, utilizing advanced formulas in Excel.
• Experience with Microsoft Dynamics GP or the ability to easily learn new software
• Skill in managing and tracking multiple procurements concurrently
• Skill in evaluating and comparing specifications, contract details and cost elements of a bid, quote or proposal.
• Ability to prioritize and organize tasks to meet deadlines, with the ability to perform tasks with a high degree of accuracy and strong attention to detail, in a fast-paced environment.
• Ability to communicate clearly, concisely, and effectively, both orally and in written form, to Authority staff, contractors, and potential vendors.
• Must be organized, detail-oriented and able to work under tight deadlines.

Minimum Acceptable Training, Experience, and Education:

• High School Diploma
• Associate degree preferred
• Minimum 3 years of administrative experience
• Procurement or purchasing experience preferred

Working Hours: Schedule: 8:30am – 5:00pm (negotiable)

Selection Criteria:

20% - ASSESSMENT TEST, (COMPUTERIZED)

70% - ORAL INTERVIEW

10% - ATTENDANCE

* APPLICANTS MUST SCORE AT LEAST 70 POINTS OR HIGHER ON THE ASSESSMENT TEST TO BE ELIGIBLE.

Applicants who have at least ten (10) years of service will have four (4) points added to their total score. Only those applicants with a combined total score of 70 will be placed on the eligibility list.