CLACKAMAS COUNTY

CLASSIFICATION NO. 073
Established:  12/99
Revised: 1/08
FLSA:  Non Exempt
EEO:  5

INFORMATION SERVICES PURCHASING COORDINATOR

CLASS CHARACTERISTICS

Under general direction, to purchase county-wide information technology materials, supplies, and equipment; to consult with staff of operating departments to analyze and develop specifications for information technology goods and for standardizing items; to ensure product compatibility; to coordinate and support budgets for the county-wide cost allocation system and the department; and to do other work as required. 

DISTINGUISHING CHARACTERISTICS

The Information Services Department provides computing services to County departments and other public and private agencies. The department is responsible for the centralized procurement of County information technology supplies and equipment. The department is made up of four divisions: Technology Services, Application Services, Peoplesoft Project and Technology Procurement. 

The Information Services Purchasing Coordinator is responsible for the procurement of information technology materials, supplies and equipment needed for departmental operations throughout the County.  The Information Services Purchasing Coordinator works independently to evaluate market conditions, sources of supply, quality and cost in order to purchase items at the lowest cost consistent with quality, compatibility and county technology standards.  The incumbent also coordinates Information Services billing for the county-wide cost allocation system and the delivery and installation of computer hardware and software throughout the County.

The Information Services Purchasing Coordinator differs from the Purchasing Division's Buyer who develops purchasing specifications and conducts the procurement process for a broad variety of equipment, furniture, vehicles and services.  It also differs from the Information Services Project Coordinator who develops definition, scope and objectives for special technology projects assigned to Information Services Department.

TYPICAL TASKS

Duties may include but are not limited to the following:  

  1. Recommends, develops, implements and maintains information technology purchasing policies, procedures, documents, goals and standards for improving the County’s information technology purchasing process; ensures operations are in compliance with Federal, State and County statutes, rules, laws, regulations and policies.
  2. Prepares and develops specifications for all information technology purchases under a specified cost threshold not requiring formal bid invitations and requests for proposals (RFPs); describes characteristics of items desired; contacts vendors for price quotations; evaluates supply sources, market conditions, quality, cost, availability and speed of delivery; confers with departments on items quoted to match suitability and lowest cost consistent with quality and county technology standards for items requested; contacts department for signed Purchasing Department Requisitions (PDRs); assists departments in preparing RFPs by conducting research, providing technical data and ensuring information technology purchases meet County standards. 
  3. Coordinates and consolidates the needs of County departments for information technology supplies, materials and equipment; secures, updates and monitors software maintenance renewal contracts; orders information technology supplies, materials and equipment; maintains departmental inventories of materials, equipment and supplies ordered. 
  4. Coordinates, supports and maintains annual and supplemental budgets for the county-wide cost allocation system; collects and presents budget information to department directors and managers; coordinates, enters and tracks departmental revenues and expenditures.
  5. Advises County staff on information technology issues; explains information technology purchasing procedures and standards.
  6. Investigates and evaluates complaints from departments on items received; takes corrective action to obtain compliance of vendor with the conditions of the purchase order by either crediting the department or processing a Return Materials Authorization; remains current with market conditions, product developments and performance of individual vendors.
  7. Maintains records, prepares reports and correspondence; provides support to Accounts Payable staff on vendor payments; reconciles invoices to purchase orders for large multiple accounts and multiple item orders.
  8. Maintains and audits department’s employee time keeping system; enters data from employee time sheets and audits for reporting errors; applies staff time to appropriate budget/project numbers; uploads information to Payroll Division for payroll and PERS processing.
  9. May assist in the development and revision of Information Services Department policies and procedures.
  10. May lead the work of regular and/or temporary staff.

REQUIRED KNOWLEDGE AND SKILLS

Working knowledge of:  State laws governing governmental purchasing; principles, practices, methods and procedures of governmental purchasing; characteristics and types of information technology materials, supplies and equipment used by public agencies; sources of supply and price trends for information technology materials, supplies and equipment; warehousing methods and procedures including inventory record keeping and control systems; office procedures; computer equipment and related software.

Skill to:  Recommend, implement and maintain consistent purchasing policies and procedures; respond to changes desired by the public and County staff; prepare budget requests; prepare and coordinate expenditures according to the approved budget; interpret and apply provisions of Federal, State and local legislation, rules, laws and regulations applicable to information technology purchasing activities; organize and prioritize work load and assignments; apply the methods of information technology purchasing by specification; gather, analyze, consolidate and organize data; efficiently and effectively operate a computer for inventory and purchasing purposes; resolve problems with vendors and County personnel; communicate effectively, both orally and in writing; prepare reports; make arithmetic calculations quickly and accurately; establish and maintain effective working relationships with County employees, the public and vendors.

OTHER REQUIREMENTS

Driving may be necessary for County business.  For position(s) with occasional/incidental driving, incumbents must possess a valid driver's license.  Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation.  For position(s) with regular driving, incumbent(s) must also possess and maintain an acceptable driving record throughout the course of employment.

MINIMUM RECRUITING STANDARDS

Any satisfactory combination of experience and training that demonstrates possession of the required knowledge and skills.