CLACKAMAS COUNTY

CLASSIFICATION NO. 074
Established: 5/09
FLSA:  Non-Exempt
EEO:  5

PURCHASING COORDINATOR

CLASS CHARACTERISTICS

Under general direction, to purchase county-wide materials, supplies, and equipment; to consult with staff of operating departments to analyze and develop specifications for commodities, and for standardizing items; to ensure product compatibility; to assist in the coordination and support of budgets for the department; and to do other work as required. 

DISTINGUISHING CHARACTERISTICS

The Purchasing Coordinator is responsible for the procurement of materials, supplies and equipment needed for departmental operations throughout the County.  The 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 standards.  The incumbent also coordinates the delivery and installation of materials, supplies and equipment throughout the County.

The 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 Purchasing Coordinator, whose job duties are specific to computer hardware and software issues.

TYPICAL TASKS

Duties may include but are not limited to the following:  

  1. Assists in recommending, developing, implementing and maintaining purchasing, procedures, documents, goals and standards for improving the County’s purchasing process; ensures operations are in compliance with Federal, State and County statutes, rules, laws, regulations and policies.
  2. Prepares and develops specifications for 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 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 purchases meet County standards. 
  3. Coordinates and consolidates the needs of County departments for supplies, materials and equipment; secures, updates and monitors software maintenance renewal contracts; orders supplies, materials and equipment; maintains departmental inventories of materials, equipment and supplies ordered. 
  4. Collects and presents budget information related to procurement to department directors and managers; may coordinate, enter and track departmental revenues and expenditures for procurement of goods and services.
  5. Advises County staff on procurement issues; explains 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. 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 materials, supplies and equipment used by public agencies; sources of supply and price trends for materials, supplies and equipment; warehousing methods and procedures including inventory record keeping and control systems; office procedures.

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 purchasing activities; organize and prioritize work load and assignments; apply the methods of 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

Some positions must successfully pass a criminal history check which may include national or state fingerprint records check.

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.