Address
Form of workTHE CITY OF JACKSON IS CURRENTLY ACCEPTING APPLICATIONS FOR THE FOLLOWING FULL-TIME EMPLOYMENT OPPORTUNITY: Purchasing Coordinator - Internal/External
** EQUAL OPPORTUNITY EMPLOYER **
The City of Jackson is committed to becoming a more diverse, equitable, and inclusive organization. We are dedicated to creating an environment that fully embraces all our differences and shared experiences.
General Summary: Under the supervision of the Finance Director/Purchasing Agent, performs technical and professional work in the procurement of goods and services for the City of Jackson. Coordinates contract administration provides purchasing guidance to customer departments and vendors. Receives requisitions, processes bids and quotations, tabulates and recommends bid awards. Maintains inventory of assets owned by the City and prepares a high volume of correspondence, documents, and reports.
Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
- Directs and works with City departments on the activities of the purchasing policies and procedures by the City Charter, ordinances, and federal purchasing requirements.
- Drafts or assists with developing technical specifications and contractual language for legal review and approval.
- Analyzes, implements, and administers annual contracts used by multiple departments, such as facility cleaning Janitorial), uniforms, printed materials, fueling program, state-extended purchasing programs, auctions, etc.
- Administers the procurement card program. Establishes and implements related policies and procedures. Prepares and processes bi-monthly procurement reports for departments.
- Receives and processes purchase requisitions for all City materials, supplies, equipment, and services; verifies or obtains account numbers; assigns purchase order numbers and vendor numbers and obtains approval signatures. Confers with requisitioners, manufacturers, suppliers, and other users as necessary.
- Prepares and processes requests for bids, bid advertisements, specifications, professional service agreements, contracts, and City Council recommendations.
- Processes formal written quotations, compiles vendor lists, seeks bids, tabulates, evaluates, and recommends bid awards. Prepares final bid packages.
- Reviews proposals and bids from vendors and determines contractor bid awards, keeping within budgetary limitations and applicable requirements. Assists departments in monitoring budget balances by providing cost estimates and reports to departments for developing budget requests.
- Conducts pre-bid meetings and site visits related to open bids; addresses vendor questions regarding projects and purchases; develops and posts addendums in response to questions. Conducts bid openings according to established bid schedule; ensures compliance with City procedures and Charter bid requirements.
- Maintains a database of specifications, suppliers, products, and services. Manages files of contracts, equipment records, and specifications.
- Researches and analyzes potential purchases of new products and services, materials, supplies, and equipment. Periodically procures bids from vendors for city-wide purchases to ensure the City is getting the best prices possible.
- Develops solicitation documents, including technical specifications, and distributes to appropriate vendors.
- Establishes procurement plans. Analyzes and prepares recommendations regarding the purchase of goods and services as required, considering the costs, quality, availability, organizational objectives, and sourcing strategies. Makes purchasing decisions, as assigned.
- Provides information regarding purchasing policies and procedures to the general Makes recommendations to Finance Director/Purchasing Agent regarding the purchasing manual, operating policies and procedures, and guidelines based on experience or industry training events to improve the services provided by the purchasing department.
- Coordinates building maintenance staff by transmitting work assignments and scheduling requests for repairs and service, as required. Unlocks and locks City Hall when building maintenance staff is unable to (including staff night meetings, when applicable).
- Performs other duties as required.
Required Knowledge, Skills, Abilities and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the, essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.
Requirements include the following:
- Bachelor's degree with coursework in business administration plus two years of responsible experience in purchasing, or an equivalent combination of education and experience.
- Considerable knowledge of the principles and practices of purchasing and service acquisition.
- Skill in negotiating with suppliers and vendors.
- Skill in managing the purchasing function and utilizing complex source information to formulate policy and service recommendations.
- Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with vendors, suppliers, salespeople, elected officials, City staff, and professional contacts.
- Ability to use basic office equipment such as telephone, calculator, photocopier, and fax. Must have strong computer skills and ability to use applicable software applications such as word processing, spreadsheet, database and financial applications as well as email/internet/world wide web.
- In addition to the above requirements, all City positions require the ability to read, write, speak and understand the English language as necessary for the position; the ability to follow written and oral instructions; and the ability to get along with other employees and members of the City employees are also expected to possess and maintain a record of orderly, law-abiding citizenship, sobriety, integrity and loyalty as it pertains to and reflects upon their employment with the City. City employees must be physically and mentally able to perform the essential duties of their position without excessive absences.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. 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 view and create computer documents, communicate with others and use hands to finger, handle, or feel. The employee is required at times to reach with hands and arms. The employee is frequently required to talk or hear; walk, stand; and sit for extended periods of time. The employee must occasionally lift and/or move light weight items.
While performing the duties of this job, the employee regularly works in a business office setting, although the employee may occasionally travel to other work sites. The noise level in the work environment is usually quiet.
It is the policy of the city to promote and encourage the recruitment, hiring, training and advancement of all persons and not to discriminate against any employee or applicant for employment because of religion, race, color, national origin, ancestry, age, sex, sexual orientation, gender identity or expression, familial status, marital status, source or level of income, height, weight, religious or political opinion, union affiliation, and physical or mental handicap unrelated to the individual's ability to perform the duties of a particular job or position.
Salary: $57,609 - $77,782
Benefit Package:
- Paid vacation, sick leave, and holidays
- Medical, dental, vision, and life insurance
- Pension program
- Deferred compensation plan (457)
- Healthcare savings
- Date Posted: March 4, 2024
Application Deadline: March 15, 2024
To Apply:
- Visit the City of Jackson website at cityofjackson.org and view the Personnel and Labor Relations Department page.
- Click on the job title you wish to apply for under job opportunities and submit your information to
include a resume. You will receive an email once you apply including the next steps.
