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Procurement CoordinatorCITY OF IOWA CITY - Job Description Job Class #27-27 FLSA Exempt Civil Service Identification Position Title: Procurement Coordinator Department: Finance Division: Purchasing Supervisor: Assistant Finance Director Job Summary Assists the Assistant Finance Director with purchasing, bids and contracts for the City of Iowa City. Assists the Assistant Finance Director in planning, assigning, reviewing the work and evaluating the performance of the support staff in the Purchasing Division. Job Scope In absence of Assistant Finance Director, supervises Purchasing Division. Assists in the development and monitoring of the Purchasing division budget and makes recommendations for purchases, capital items or additional employees. Assists with implementation of the city-wide purchasing policies and procedures and the centralized functions of the mail room, equipment disposal, and copy machine replacement. Essential Job Duties and Responsibilities Provides training to staff and internal customers on the policies and procedures of the Purchasing Manual. Assists employees with job related duties, questions and e-mail correspondence. Assists internal customers with daily purchases, and answers internal customer questions relating to procurement. Gathers and analyzes the required information to determine the proper bidding procedures. Prepares request for bid, request for proposal, and request for quote documents; works with internal customers on requirements. Receives, evaluates and recommends the awarding of bids and contracts including documentation. Contacts vendors to notify them of newly posted bids and request for proposals; provides essential information regarding dates of bid closings and mandatory meetings. Provides evaluation instructions to the evaluation committee and offers guidance to the evaluation committee during the evaluation process. Facilitates correspondence between the evaluation committee and the vendor; schedules vendor Job Class #27-27 Purchasing Page 2 Updated 08/19/2020 interviews and presentations. Negotiates the contract before award (Request for Proposals) and obtains the required documents from the vendor in order to proceed with contract award. Prepares the final contract documents including the contract award. Develops and amends contracts, administers contracts throughout their term, and works on contract renewals. Assists internal customers and the vendors with any issues that may come up throughout the contract term. Verifies vendor documents are filed and current (insurance certificates). Researches other government procurement programs and guidelines. Assists with the administration of the procurement card program and develops and monitors policies and procedures. Completes applications for new cards, cancels cards, issues procurement cards and trains employees on procurement card use. Assists with incoming mail, UPS and Fed-Ex deliveries. Assists with gathering, maintaining, and analyzing minority and women vendor information and statistics. Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. Performs all other related duties as assigned. Physical and Environmental Conditions The physical demands and work environment conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job and are encountered while performing those essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to sit. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. The noise level in the work environment is usually moderate. Minimum Education, Experience and Certification Associate degree in business from an educational institution accredited by a DOE recognized accreditation body required. Two years’ experience in purchasing required. Must pass criminal background check. Job Class #27-27 Purchasing Page 3 Updated 08/19/2020 Preferred Education, Experience and Certification Bachelor’s degree in business from an educational institution accredited by a DOE recognized accreditation body preferred. Five years’ experience in purchasing or Certified Professional Public Buyer (CPPB) designation with the National Institute of Government Purchasing preferred. Two years supervisory experience preferred. Knowledge, Skills, and Abilities Knowledge of federal, state and local regulations, standards and practices, related to procurement. Knowledge of records management, municipal accounting and budgeting. Knowledge of inventory control procedures. Skills in oral and written communications. Skills in negotiating price, service and other contract terms, in mediating disputes between the City and contractors, and in ensuring contract compliance. Ability to conduct independent research and prepare detailed analysis, proposals, and projections. Ability to establish and maintain effective working relationships with other City employees, intergovernmental agencies, vendors, and contractors. Ability to read, interpret, write, and present detailed specifications, proposals, legal contracts, market information, and technical data. Ability to perform advanced mathematical computations related to life cycle costing, value analysis, budget projections, and data comparison. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position.