Procurement Coordinator - Purchasing Office JobID: 96872

• Position Type:

  Office Professionals/ Procurement Coordinator

• Date Posted:

  2/25/2025

• Location:

  Instructional Support Center

• Date Available:

  03/03/2025

  Job Code: Procurement Coordinator - 030389 Standard Hours: 40 Department: Purchasing Office - 252574 Empl Class: NA

  Minimum Salary: $63,795.00/Annually

  Maximum Salary: $96,441.00/Annually Scheduled Days: 245

  Target Openings: 1

     License and Certification Qualifications: National Institute of Governmental Purchasing (NIGP-CPP), Certified Public Procurement Officer or Buyer (CPPO, CPPB), or Institute of Supply Management (Certified Professional in Supply Management (CPSM or CPM) certification required.Education Qualifications: High school diploma or equivalent required. Bachelor's degree in related field preferred.Experience Qualifications: Five years of buying, purchasing, or administrative office experience utilizing automated procurement software, such as PeopleSoft/Oracle or a related system required.Skills Qualifications: Ability to develop, write, negotiate, execute, and manage procurements of moderate to high value, risk and complexity in accordance with policies and procedures. Ability to analyze processes and systems with proficient technical and purchasing knowledge; ability to assist in purchasing database design, development, and management; ability to resolve purchasing database related problems with minimal supervision; ability to create and maintain complex spreadsheets; ability to operate other business computer software products for procurement processes; ability to communicate with internal and external customers; excellent interpersonal and human relations skills; strong organizational skills and the ability to multitask; ability to teach procurement processes and procedures; and strong computer skills with a working knowledge of Microsoft Office applications.Primary Responsibilities: Coordinate the operations of procuring defined commodities and services for the district in accordance with the purchasing policy, procedures, processes, local, state, federal laws, and procurement best practices.1. Coordinate reviews for all solicitations produced within the Purchasing and Property Management Department.a. Research, analyze, and develops viable bid specifications for engineering services, construction, defined equipment, supplies, materials, and services.b. Collect, review, and revise existing specifications; prepare solicitations for commodities and services in conjunction with requesting departments in accordance with all applicable federal, state, and local laws, policies and procedures.c. Distribute bids and proposals using the bid management software platform.d. Upload all GCPS solicitations to the Georgia Procurement Registry website.e. Review and make recommendations regarding product and/or professional services selections.f. Supervise assigned procurement staff2. Manage the maintenance of all solicitations produced within the Purchasing and Property Management Department.a. Research vendors, suppliers, and market conditions and participate in technical and operational-related meetings as needed.b. Conduct pre-bid, pre-proposal conferences, and site visits.c. Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence, and related follow-up. d. Perform contract administration, including liaison between suppliers and departments, compliance with contract terms and conditions, negotiation of contract amendments, extensions, change orders and vendor performance.e. Evaluate supplier performance and contract compliance.f. Answer questions from vendors and suppliers regarding GCPS purchasing policies and procedures, procurement laws, and other issues.3. Develop and supervise the competitive solicitation process from inception to completion.a. Analyze and evaluate bids and proposals results.b. Develop bid tabulations and evaluation committee cumulative scores and makes award recommendations following the purchasing policy and procedures, local, state, and federal procurement rules and regulations.c. Coordinate and supervise activities of evaluation committees.d. Negotiate with vendors, suppliers, consultants and contractors regarding specifications, scope of work, prices, terms, and conditions.e. Responsible for preparing all documents needed for agenda items going to the Board.f. Responsible for preparing all documents needed for open records requests.4. Responsible for ensuring specifications are up-to-date and prepares new solicitation for expiring annual contracts in collaboration with all Departments.a. Collect data related to the solicitations/contracts and key departmental performance indicators.b. Track and disseminate data related to solicitations/contracts and Key Performance Indicators (KPIs) using system queries, spreadsheets, and other system sources.c. Analyze current procurement activities and recommend improvements through more efficient procurement methods, e-procurement, quantity discounts, standardization, value analysis or cooperative purchasing.5. Develop and implement purchasing seminars for external groups related to GCPS Purchasing.a. Develop and instruct ongoing "How to do Business" classes for external customer initiatives.b. Develop and implement outreach program for Small and Disadvantaged business.c. Maintain GCPS Purchasing website with current documentation and events. 6. Oversee PeopleSoft and the bid management platform process.a. Work closely with the bid management platform company to keep up with changes and software improvements.b. Develop and instruct training internal and external customers on the use of our bid management platform.c. Prepare and maintain Bonfire training materials, including user manual, job aids and associated forms.d. Manage daily sourcing of requisition to purchase orders.e. Manage Catalog/Item maintenance related to PeopleSoft e-procurement.7. Perform other duties as assigned.Physical Demands:While performing the duties of this job, the employee is frequently required to sit for extended periods of time. The employee is also required to talk, hear, stand, and walk. The employee may be required to use hands to touch, handle, feel, and/or reach. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.