HomeMy WebLinkAboutProcurement CoordinatorUpdated: March 2024
CITY OF IOWA CITY – JOB DESCRIPTION
Posi�on Title: Procurement Coordinator
Department: Finance
Division: Purchasing
Supervisor: Assistant Finance Director
FLSA: Exempt
Civil Service: Yes
Pay Grade: 27
Job Number: 2727
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
evalua�ng the performance of the support staff in the Purchasing Division.
Essen�al Job Du�es and Responsibili�es
The following duties are normal for this position. These are not to be construed as exclusive
or all-inclusive. Other duties may be required and assigned.
• Provides training to staff and internal customers on the policies and procedures of the
Purchasing Manual.
• Assists employees with job related du�es, ques�ons and e-mail correspondence.
• Assists internal customers with daily purchases, and answers internal customer
ques�ons rela�ng to procurement.
• Gathers and analyzes the required informa�on to determine the proper bidding
procedures.
• Prepares request for bid, request for proposal, and request for quote documents,
request for qualifica�ons; works with internal customers on requirements.
• Receives, evaluates and recommends the awarding of bids and contracts including
documenta�on.
• Contacts vendors to no�fy them of newly posted bids and request for proposals;
provides essen�al informa�on regarding dates of bid closings and mandatory mee�ngs.
• Provides evalua�on instruc�ons to the evalua�on commitee and offers guidance to the
evalua�on commitee during the evalua�on process.
• Facilitates correspondence between the evalua�on commitee and the vendor;
schedules vendor interviews and presenta�ons.
• Nego�ates 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.
Updated: March 2024
• Verifies vendor documents are filed and current (insurance cer�ficates).
• Researches other government procurement programs and guidelines.
• Administers procurement card program and policies, completes applica�ons for new
cards, cancels cards, issues procurement cards and trains employees on procurement
card use.
• Assists with gathering, maintaining, and analyzing minority and women vendor
informa�on and sta�s�cs.
• Conducts self in a manner which promotes and supports diversity and inclusivity in the
workplace and community.
• Performs all other related du�es as assigned.
Minimum Education, Experience, Certification/Licensure, Other
• Bachelor’s degree from an accredited educa�onal ins�tu�on and one year of related
experience; or five years of related experience and/or equivalent combina�on of
educa�on and experience. Degree in Business. Experience in purchasing.
• Cer�fica�on in Public Purchasing (CPPB) from Universal Public Procurement Cer�fica�on
Council required once eligible. Must pass criminal background check.
Preferred Education, Experience, Certification/Licensure, Other
• Bachelor’s degree from an accredited educa�onal ins�tu�on and two years of related
experience; or six years of related experience and/or equivalent combina�on of
educa�on and experience.
Knowledge, Skills, and Abili�es
• Ability to conduct independent research and prepare detailed analysis, proposals, and
projec�ons.
• Ability to deal with problems involving several concrete variables in standardized
situa�ons.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to effectively present information and respond to questions from groups of
managers, clients, agencies, vendors, contractors, customers, and the general public.
• Ability to perform advanced mathema�cal computa�ons related to life cycle cos�ng,
value analysis, budget projec�ons, and data comparison.
• Ability to read, interpret, write, and present detailed specifica�ons, proposals, legal
contracts, market informa�on, government regula�ons, and technical data.
• Ability to reliably and predictably carry out duties.
• Knowledge of federal, state and local regula�ons, standards and prac�ces, related to
procurement.
• Knowledge of inventory control procedures.
• Knowledge of records management, municipal accoun�ng and budge�ng.
• Skill in using computers and applicable so�ware applica�ons (Microso� Office – Word,
Excel, Outlook).
Updated: March 2024
• Skills in nego�a�ng price, service and other contract terms, in media�ng disputes
between the City and contractors, and in ensuring contract compliance.
Supervision
Involves leadership role such as regularly guiding, training, and providing direction to
permanent staff in completing basic, entry-level daily tasks and assignments. Does not carry out
disciplinary action, does not hire or fire, is not responsible for writing or delivering performance
review.
Physical Demands
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential duties and responsibilities of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform
the essential duties and responsibilities.
While performing the duties of this job, the employee is regularly required to talk or hear. The
employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands
and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or
crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision
abilities required by this job include close vision, distance vision, color vision, depth perception
and ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those an employee
encounters while performing the essential duties and responsibilities of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
duties and responsibilities.
The noise level in the work environment is usually moderate. Duties are generally performed in
an office setting with a controlled environment. The job requires sitting for extended periods of
time and the work may expose the employee to unpleasant social situations and significant
work pace pressure.
Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities
Act as Amended, the City will provide reasonable accommodations to qualified individuals with
disabilities and encourages both prospective and current employees to discuss potential
accommodations with the employer.
Reviewed/Approved by: Nicole Davies, Finance Director (4/2024)
Updated: March 2024
I have read and understand the duties and requirements of this job description, and I
agree that I can perform the duties of this position with or without reasonable
accommodation.
Employee Date
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