Purchasing Coordinator - City of Elk Grove : Job Details

Description/Special Instructions

The City of Elk Grove is now accepting applications for the position ofPURCHASING COORDINATOR

The City of Elk Grove Finance Department is seeking an experienced professional to supportcitywide purchasing and contract administration and processes, coordinate comprehensive contract administration functions and monitor purchasing for the City. Core duties include identifying and defining scopes of work, developing contract terms, and reviewing bid requirements.

The ideal candidate will have experience with public sector purchasing policies, procedures and practices. In addition, this individual should be highly organized, detail-oriented and possess strong problem-solving skills to meet the demands of this role. A successful candidate will understand the role of purchasing in supporting operating departments to further the City's goals and objectives.

Excellent customer service and communication skills are a must and municipal purchasing experience is highly desirable, as is an emphasis on continuous process improvement.

*The position and the associatedrate of pay are subject to City Council approval.

Tentative Recruitment Timeline (subject to change)

Filing Deadline: 11:59 PM on February 24, 2025

Oral Board Interviews: March 11, 2025 (virtual)

Final Selection Interviews: March 13, 2025 (in person)

The City offers a competitive salary and generous benefit package including CalPERS retirement benefits, a deferred compensation match and more. Why work for the City of Elk Grove? Proud Heritage. Bright Future.

Community Profile

Elk Grove is a vibrant, family-friendly community of approximately 178,124 people in the Sacramento, California region, located 14 miles south of the State Capital and 60 miles east of the Bay Area. Elk Grove is a young, ethnically diverse, modern city that was incorporated in 2000. Elk Grove has low crime, excellent schools, over 100 community parks and 28 miles of trails, plentiful dining and shopping options, numerous annual events and festivals, and over 270 sunny days per year.

Representative Duties

DEFINITIONUnder direction, plans, leads, oversees, reviews, and performs duties in support of Citywide purchasing and contract administration activities; provides support to staff regarding purchasing processes; coordinates comprehensive contract administration functions and monitors purchasing for the City including development of contract terms, reviewing bid requirements, and identifying and defining the scope of work; provides complex assistance to management staff in areas of expertise; and performs related duties as assigned.SUPERVISION RECEIVED AND EXERCISEDReceives general direction from Finance Director, or other management personnel. Exercises technical and functional direction over and provides training to lower-level staff.CLASS CHARACTERISTICSThis is a coordinator classification responsible for the coordination of the processes and systems involved in the purchasing and contract administration functions of the City. Incumbent regularly works on tasks which are varied and complex, requiring considerable discretion and independent judgment. Incumbent is responsible for ensuring compliance with established policies and procedures for purchasing and contracting and applicable Municipal codes. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to deliver work products or services. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Leads, plans, oversees, reviews, and participates in the work of staff providing support to Citywide contract and purchasing functions; trains staff on purchasing policies, procedures, and Finance Enterprise workflows; ensures compliance with quality standards, City policies, and timeline expectations.
• Performs more complex work assignments related to purchasing and contracting processes and systems for which there are little or no directly related policies, procedures, or past practice which requires the exercise of independent judgment and discretion in establishing work plans, identifying resources, and completing assignments.
• Participates in developing goals, objectives, policies, and procedures for assigned services and programs; identifies opportunities for improving service delivery and process changes; provides recommendations and coordinates implementation of improvements.
• Oversees contract coordination from informal to formal bid processes; provides technical support for scope of work and contract structures; assists with contract renewals; ensures compliance with established City policies; reviews and prepares RFPs, RFQs, RFIs, and related documents.
• Administers and coordinates contracts and leases, including multifunction copier leases, mailing equipment leases, and wireless services; oversees the shredding contract and services, including invoice processing and account tracking for these services.
• Develops and maintains reports, records, databases, and files related to purchasing and contracting; and identifies and researches discrepancies.
• Prepares RFP/Bid reports for City Council and staff; and prepares staff reports and resolutions.
• Serves as the primary contact for questions related to purchasing processes, contracts, and Finance Enterprise workflows; provides troubleshooting and technical support for Finance Enterprise processes.
• Trains staff on existing purchasing policies, procedures, and Finance Enterprise; provides assistance to staff and management in the RFP/Bid process, contract process, exception memorandums, and surplus property memorandum processes; ensures adherence to City policies and regulatory standards.
• Researches and develops reliable sources of supply; and maintains the City's vendor list.
• Oversees fiscal year-end purchasing processes and notifications to ensure compliance with deadlines and requirements.
• Attends meetings, conferences, workshops, and training sessions related to purchasing and contracting; maintains knowledge of industry procedures and ensures City practices remain compliant and aligned with standards.
• Responds to inquiries from internal staff, auditors, and the public regarding purchasing and contracting processes.
• Performs related duties as assigned.

Qualifications

KNOWLEDGE AND ABILITIESKnowledge of:

• Principles of providing functional direction and training to assigned staff.
• Principles and practices of leadership.
• Methods and techniques of preparing technical and administrative reports, and general business correspondence.
• Principles, practices, methods, and techniques of purchasing and contract administration.
• Policies and procedures related to the procurement of supplies, materials, and professional services.
• Data collection techniques for establishing sources of supply, product, and vendor information.
• Basic mathematical principles.
• Pertinent federal, state, and local codes, laws, and regulations including those applicable to informal bidding procedures and purchasing operations.
• Principles and procedures of record keeping.
• Principles of business letter writing and report preparation.
• Applicable federal, state, and local laws, rules, regulations, and procedures relevant to assigned areas of responsibility.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• Diversity, equity, inclusion, and belonging concepts and principles, including their significance in organizational dynamics and the functioning of the City and their impact on fostering innovation and collaboration.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Plan, organize, and coordinate the work of assigned staff.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively provide staff leadership and work direction.
• Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
• Interpret, apply, explain, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations.
• Identify problems, research, and analyze relevant information, and develop and present recommendations and justification for solutions.
• Perform the most complex coordination and implementation of purchase requisitions.
• Ability to compile data, analyze technical reports and organize special projects.
• Research and recommend new service delivery methods, procedures, and techniques.
• Negotiate cost effective purchasing contracts based on quality, quantity, and price.
• Effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the unit.
• Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, City staff, or other agencies on sensitive issues in area of responsibility.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Understand, interpret, and apply general and specific administrative and departmental ordinances, policies, and procedures as well as applicable federal, state, and local policies, laws, and regulations.
• Respond to complaints or inquiries from members of the public, staff, and outside organizations.
• Prepare clear, effective, and accurate reports, correspondence, and other written materials.
• Maintain accurate logs, records, and written records of work performed.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
  • Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Engage with a diverse public and workforce, facilitating inclusive service delivery, and implementing equitable city policies.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:An associate's degree in business, public administration, accounting, or related field and four (4) years of increasingly responsible experience in purchasing, procurement, and/or contract processes. Licenses and Certifications:

• None.

Physical Demands and Work Environment

PHYSICAL DEMANDSMust possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds. Reasonable accommodations will be made for individuals with disabilities who are qualified to perform essential functions of a position or positions within this classification. ENVIRONMENTAL CONDITIONSEmployees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.FLSA Status:Non-ExemptThe information listed above is subject to change and does not constitute either an expressed or implied contract. The City of Elk Grove is an equal opportunity employer and is committed to creating a work environment in which all individuals are treated with respect and professionalism. In accordance with the Americans with Disabilities Act, should special accommodations be necessary at any stage of the selection process, please contact the Human Resources Department at (916) ###-####.PDN-9e20d8d8-b0f9-4247-8508-26195e0abcec