Purchasing Coordinator

Job Description:

Purchasing Coordinator

Description

ABOUT THE POSITION

NOTE: This recruitment is open on a continuous basis and may close without prior notice. Please thoroughly review the entire job flyer including the application instructions. Failure to submit a completed application and provide required documentation may result in an application being removed from further consideration.

Effective the start of the pay period that includes April 1, 2025, employees will receive a four percent (4.0%) across the board pay range increase.

The City offers competitive benefits including 100% City paid medical insurance coverage up to the CalPERS Kaiser Plan (2025 rates) valued from $926 to $2,408 per month, a generous tuition reimbursement program, and a "9/80" work schedule.

Under general supervision, coordinates and performs administrative and technical support duties of the Finance Department.
DISTINGUISHING CHARACTERISTICS
The Purchasing Coordinator is an entry level accounting position. Assignments are characterized by the presence of fairly clear guidelines from which to make decisions and the availability of supervision when required. This classification is distinguished from the next higher classification of Accountant in that the latter performs professional accounting work in support of City accounting systems.

EXAMPLES OF ESSENTIAL FUNCTIONS

The following examples are intended to describe the general nature and level of work performed by persons assigned to this classification. Depending on assignment, duties may include, but are not limited to, the following:

• Oversees City's purchasing function including training and compliance with related policy and procedures.
• Assists departments with Request for Proposal/bids.
• Implement and maintain city-wide online requisition preparation, including training and assisting departments.
• Administers city-wide decentralized online office supplies and stationary ordering; performs purchasing processes and online bidding program.
• Prepares year-end open purchase orders schedule including detailed description and analysis of recommended amounts for carryover to the following year.
• Oversees purchasing card program including users set up; prepare and input a variety of journal and related accounting entries.
• Maintains and balances the City's fixed assets.
• Complies with City policy for acquisition and disposal of fixed assets; compiles. spreadsheets for acquisitions and disposals by fund; enters asset into financial software.
• Process fixed asset journals, and reconciles balances from fixed assets system to the general ledger system; conducts periodic inventory of fixed assets including preparation of inventory listing by location.
• Coordinates grant purchased equipment inventory listing in accordance with grant requirement.
• Verifies expenditures details from requests for payment forms/invoices; provides administrative and customer support office support duties.
• Assists in the development, improvement, documentation, presentation and implementation of applicable department policies and procedures.
• Provide technical information and direction regarding applicable procedures and methods.
• Establishes and maintains effective working relationships with those encountered in the performance of duties, including the general public.
• May train and oversee the work of lower level staff; provides staff support as needed; serves as backup for accounts payable processing; responsible for the appropriate maintenance of confidential and privileged information.
• Performs other duties as assigned.

QUALIFICATIONS

Any combination equivalent to experience and education that could provide the required skills, knowledge and abilities would be qualifying. A typical way to obtain the skills, knowledge and abilities would be:
Education: High school diploma or equivalent supplemented by completed college level accounting coursework. An Associates' degree is helpful but not required.
Experience: Three (3) full time years of increasingly responsible administrative and technical work experience in purchasing, accounting, and budgeting. Public contact and municipal accounting experience is preferred.

Knowledge of: Modern principles and procedures of financial record keeping, reporting writing and governmental accounting including purchasing and fixed assets; accounts payable; journal entries; applicable federal, state, and local laws, codes and regulations; MS Office applications, including accounting software and databases; governmental fund and cost accounting; basic cost control and auditing procedures and practices; fixed assets; basic principles of math; and, standard office practices, procedures, methods and equipment, including effective customer service and use of a personal computer.
Ability to: Work independently and organize, prioritize and coordinate work activities among multiple departments and divisions; convey information to others successfully both orally and in writing; use initiative and sound independent judgment within established guidelines; lead the preparation of the City's purchasing and related functions; prepare, maintain, and reconcile various financial, accounting, and statistical records; maintain fixed assets; prepare accurate reports, data, and statements; perform accurate mathematical calculations; operate a personal computer using MS Office applications including Word and Excel and purchasing, fixed asset and other financial systems; follow written and oral directions; observe safe work practices; communicate clearly and concisely, both orally and in writing; and establish and maintain effective and cooperative working relationships with those encountered in the performance of duties.

ADDITIONAL INFORMATION

Physical Tasks and Environmental Conditions: An incumbent is frequently required to walk, sit, stand for prolonged to intermittent periods of time; talk or hear; use hands and finger dexterity to type on a keyboard or 10-key calculator and operate other office equipment; handle, feel or operate objects, tools, or controls; reach with hands and arms; occasionally required to climb or balance; stoop, kneel, crouch, or crawl; occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the position include close vision, color vision, and the ability to adjust focus. The use of a personal computer requires the ability to withstand exposure to vibration, pitch and glare. Duties are generally performed in an office environment where the temperature remains constant with moderate noise levels. There may be intermittent interruptions from phones, public inquiries, and other staff.Closing Date/Time:

Salary:

$50,100.54 - $62,065.54 Annually