Purchasing Coordinator/Analyst
Basic Function
Under the direction of the assigned supervisor, coordinate the purchasing process of materials, supplies, equipment and services for the District in compliance with applicable rules, regulations and policies; perform a variety of technical purchasing tasks relative to assigned area of responsibility.
Representative Duties
Examine and evaluate current purchasing trends that affect price and availability; recommend improvements and modifications to activities and procedures; monitor compliance of purchasing procedures with applicable laws and regulations. Coordinate maintenance and compliance of District business contracts and associated contract database. Examine and evaluate new and alternative products and sources of supply; conduct vendor interviews; arrange for and participate in tests and demonstrations of supplies and equipment; notify staff of new products/vendors that are on the market; verify funds are available for purchases; reviews and recommends potential vendors and procurement of new products; researches and resolves product, pricing and distribution complaint issues with vendors; maintenance of all vendor files. Coordinate, research, prepare and type formal bids and quotations, service agreements and leases; maintain bidding calendar; put together invitations to bid packages, including technical specifications, required bonds and general and special conditions required by the District; advertise public bids in newspaper; keep vendor bid list updated. Provide coordination, information and assistance to District staff regarding purchasing matters. Answer telephone and provide information related to purchasing activities as appropriate; train staff in purchasing process, policy and regulations. Implement and maintain e-procurement system for the District. Review trade publications and journal, and maintain files of vendors, catalogs and listings; assist in the maintenance of computerized records related to the purchasing function. Prepare a variety of reports and statistical information. Maintain accounting records for governmental funds; prepare and analyze financial statements; prepare billings and claims; prepare budget projections and other specialized reports; prepare State reports; review reports for accuracy and completeness. Maintain a variety of purchasing files and records. Perform related duties as assigned.
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