Purchasing Coordinator / Finance Department

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JOB OVERVIEW: Coordinates purchasing/procurement of equipment, supplies, materials and services for all departments within the County. The work is performed under the direction of the Purchasing Manager.

RESPONSIBILITIES:

• Coordinates the activities relating to purchases or procurement of equipment, supplies, materials and services.
• Assures that processes are completed in a timely manner and are in compliance with all applicable regulations, policies, and procedures.
• Works closely with departments to help them through the process, keeping them advised of the status of their requests.
• Reviews purchase requisitions for adequate specifications and/or scope of work, proper descriptions, and completeness of information.
• Works with departments to determine possible sources for items or services needed.
• Solicits oral, written and formal bids. To include attending pre-bid meetings and presiding over formal bid openings.
• Maintains vendor information, enters and obtains new vendor information. To include W-9s, contact information, remittance address, providing the vendors with our tax exemption certificate and project tax exemption certificates.
• Assures appropriate documentation.
• Issues purchase orders and placing orders with vendors via, phone, fax, email or USPS mail.
• Enters requisitions for Finance and various other departments as needed.
• Proficient utilization of the Munis software system to enter requisitions, track requisitions, issuance of purchase orders, purchase order change orders, receipt of purchase items and payment of invoices.
• Provides additional training and support to employees using the Munis systems as it pertains to requisition entry, receiving and purchase order navigation.
• Coordinates training and travel arrangements with departments and elected officials.
• Includes booking hotel accommodations and airfare, all the while searching for the best prices.
• Coordinates all purchases that utilize the County credit card.
• On a monthly basis the Purchasing Coordinator is required to reconcile the County credit card statement for all associated purchases.
• Assist Accounts Payable in reconciliation of other County department invoices with purchase orders when discrepancies occur.
• Assist in training new hires and existing employees: Provides and educates the basis and understanding of the County's procurement guidelines and rationale.
• Answers routine questions from departments and vendors.
• Creates Word, Excel, and other types of documents, copies and faxes correspondence.
• Answers phones and provides assistance to other County departments in the absence of another assigned Purchasing Coordinator.
• Performs other duties as assigned.

REQUIREMENTS:

• Education

• General/technical high school diploma or GED equivalent.

• Job Experience

• Three to five years of purchasing and/or finance experience preferred.

• Knowledge, Skills and Abilities

• Knowledge of modern governmental purchasing principles, methods, and procedures. Knowledge of types, characteristics and supply sources of commodities and services required by County Government.

TO APPLY: All applications must be submitted using the APPLY NOW link above. We do not accept faxed, e-mailed or print applications.

This is a full-time position which includes a full range of benefits including Paid Time Off, Extended Medical Leave, Holidays, Employee Health, Dental, Life, Disability, Retirement, and Tuition Assistance programs.

Applications will be accepted on a continuing basis until the position is filled or a sufficient number of qualified candidates have applied.

St. Charles County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. St. Charles County is a drug and alcohol-free workplace. A pre-employment drug screen is required for all positions.