Purchasing Coordinator

GENERAL DUTIES AND RESPONSIBILITIES

• To support the vision, mission and guiding principles of the City.
• While performing any procedure, all associates and contract personnel must observe applicable Safety, Health, and Environmental rules and guidelines. The use of appropriate personal protective equipment is required.
• Attend and participate in training opportunities and seminars relevant to this position.
• Adhere to appropriate City operating procedures, benefit rules, employment, and safety policies/practices.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Prepares, manages, and administers formal solicitations (RFPs, RFBs, and RFQs) in accordance with City, state, and federal procurement requirements.
• Develops and issues solicitation documents; coordinates evaluations, bid openings, and award recommendations.
• Reviews scopes of work, technical specifications, and ensures compliance with established purchasing policies.
• Drafts, reviews, and maintains contracts, amendments, renewals, and terminations, ensuring timely tracking and compliance.
• Administers a centralized contract management system; monitors key contract milestones and deliverables.
• Reviews and approves purchase requisitions and purchase orders for accuracy, budget alignment, and compliance.
• Provides training and technical guidance to departments on purchasing procedures, solicitations, and contract administration.
• Assists in maintaining the City’s Procurement Policies and Procedures Manual and recommends process improvements.
• Coordinates procurement for capital improvement and grant-funded projects, ensuring adherence to funding agency requirements.
• Prepares and presents procurement-related reports and analyses for management and City leadership.
• Maintains effective relationships with vendors, contractors, and staff; promotes ethical and transparent purchasing practices.

ADDITIONAL DUTIES AND RESPONSIBILITIES

• Any other duties as assigned.

JOB SCOPE

• Job has recurring work situations involving moderate degrees of discretion.  The need for accuracy and effective utilization of accepted programs and procedures is high.  Errors in judgment and execution will waste time and resources adversely impacting unit performance.  Incumbent operates independently but work is verified by supervision.

COMMUNICATIONS/CUSTOMER CONTACT

Regular contact with internal departments, external vendors, auditors, and regulatory agencies. Represents Finance in a professional capacity; must demonstrate diplomacy, discretion, and tact.

COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PREFERRED:

To perform this job successfully, an individual must be able to perform each essential duty 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.

 

Education and Experience

• Any combination of education and experience that has provided the required knowledge and abilities may be qualifying. A typical way of obtaining these qualifications is:
• A High School Diploma; and One year of Government experience.

Desired Qualifications

• Experience managing solicitations and supporting capital or grant-related procurement
• Five (5) years of progressively responsible experience in governmental purchasing, procurement, or contract administration.
• Certifications such as CPPB or CPPO
• Bachelor’s degree in Accounting, Finance, Business Administration, Public Administration, or a related field.

 

Knowledge, Skills and Abilities

• Comprehensive knowledge of public sector purchasing laws, regulations, and best practices.
• Skilled in drafting and managing solicitations, contracts, and procurement documents.
• Ability to interpret and apply local, state, and federal procurement guidelines, including those related to grants.
• Strong analytical, organizational, and problem-solving skills with attention to detail.
• Excellent written and verbal communication skills; able to present information clearly and professionally.
• Proficiency with financial and procurement systems (e.g., ERP or Team Georgia Marketplace).
• Demonstrated ability to train and guide others, fostering compliance and collaboration across departments.
• Exercises sound judgment, integrity, and professionalism in decision-making.

Equipment and Applications

• Computers and peripheral equipment
• Designated software applications
• Telephones, copiers and other office equipment

JOB CONDITIONS

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the associate is:

• Required to sit, stand, walk, reach, twist, bend, and stoop in the performance of daily activities.
• Required to use hands for grasping, repetitive motion, and fine coordination when operating a computer keyboard, calculator, or other office equipment.
• Required to have near and far vision for reading documents and computer screens, as well as acute hearing for telephone and in-person communication.
• Occasionally required to lift, push, or pull files, documents, and supplies weighing up to 25 pounds.
• Occasionally exposed to dust, paper particles, or cleaning agents commonly found in office environments.
• Required to have specific vision abilities including close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Subject to a noise level in the work environment that is typically low to moderate.

 

WORKING ENVIRONMENT

Work is primarily performed in a standard office environment within the Finance Department. The position involves frequent interaction with internal departments, vendors, and external partners. The role occasionally requires attendance at bid openings, vendor meetings, training sessions, and City Council or committee meetings. Deadlines and multiple concurrent projects may create periods of moderate stress. The incumbent is expected to maintain a professional demeanor and exercise sound judgment when representing the City in procurement-related matters.

This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, and skills required. The City of Union City reserves the right to amend and change duties to meet organizational needs.