Finance and Procurement Coordinator

Job Title: Finance & Procurement Coordinator
Salary Range: $88,248 - $162,857 (Commensurate with experience)
Supervisor: Chief Financial Officer
Job Classification: Exempt
Contract Length: 12 Months (260 Days)

Job Summary
The Finance & Procurement Coordinator serves as the CFO's senior deputy and leads all procurement, contract administration, financial tracking, and compliance operations for Petersburg City Public Schools (PCPS). The role ensures purchasing and contracting activities comply with the Virginia Public Procurement Act (VPPA), federal regulations, and School Board policies. The position strengthens internal controls, supports budget monitoring and grant compliance, and advances best-practice procurement, strategic sourcing, cooperative purchasing, and contract management to maximize value and safeguard division resources.

Essential Job Functions
Develop and manage IFBs, RFPs, RFQs, sole source, and emergency procurements in compliance with VPPA and federal requirements.
Lead full procurement cycles for goods, services, and construction projects, including method selection, pre-bid/pre-proposal meetings, evaluation committees, and negotiations.
Draft specifications, scopes of work, and terms and conditions with end users and legal counsel.
Analyze requisitions, determine procurement method, and prepare award recommendations and contracts for School Board approval.
Administer contracts throughout their lifecycle, including vendor performance, change orders, dispute resolution, and corrective actions.
Maintain contract renewal and termination tracking to ensure timely solicitations.
Conduct supplier compliance reviews and performance evaluations.
Review and approve procurement requisitions in Keystone, ensuring proper coding, budget availability, and compliance with thresholds.
Monitor departmental expenditures and prepare variance reports for the CFO.
Track procurement spend analytics to identify cost-saving opportunities and term contract needs.
Support financial reporting, board presentations, and audit responses.
Ensure grant-funded procurement compliance with federal Uniform Guidance (2 CFR 200).
Develop and maintain procurement policies and procedures aligned with VPPA,
APSPM, School Board policies, and GFOA standards.
Maintain and update the division's Purchasing Manual.
Ensure compliance with VPPA, federal laws (including USDA Buy American), and grant requirements.
Evaluate cooperative purchasing agreements for compliance and cost-effective use. 

Administer the P-Card program, including issuance, monitoring, and compliance reviews.
Respond to FOIA requests related to procurement records.
Support school nutrition procurement compliance, including FSMC contracts, USDA
Foods, and VDOE SCNP requirements.
Serve as the division's procurement subject matter expert, providing guidance and training to schools and departments.
Facilitate communication between departments, schools, and vendors.
Represent PCPS in procurement meetings, including pre-bid/pre-proposal conferences and bid openings.
Serve on the Leadership Team developing procurement and finance best practices.
Maintain relationships with prospective bidders and offerors to stay informed on market conditions.
Support ERP system initiatives and electronic procurement solutions.
Utilize eVA for solicitations, contract postings, and vendor communication.
Maintain accurate procurement records, including solicitation files, contracts, award justifications, and vendor performance documentation.
Recommend and implement technology solutions to streamline procurement processes and improve transparency.

Job Specifications (Knowledge, Skills, and Abilities Required)
Public purchasing and contract administration principles. VPPA, Code of Virginia, federal procurement regulations (including 2 CFR 200), and PCPS policies.
Large-scale purchasing methods, specifications, supply sources, and market factors for K-12 procurement.
GFOA best practices for procurement-finance coordination and P-Card administration.
VDOE procurement requirements, SCNP standards, FSMC contract administration, and USDA Foods/Buy American compliance.
Cooperative purchasing strategies and contract utilization.
Strong analytical, problem-solving, and decision-making abilities.
Excellent oral and written communication skills.
Proficiency with procurement software, ERP systems (Keystone), eVA, and Microsoft Office Suite.
Strong negotiation and contract drafting skills.
Ability to foster customer-service-oriented procurement practices.
Make legally defensible procurement recommendations.
Build effective working relationships with vendors, staff, and administrators.
Manage multiple priorities and deadlines in a fast-paced environment.
Train staff on procurement processes and ethical purchasing practices.
Interpret and apply legislation, policies, procedures, and procurement documents.
Maintain confidentiality and handle sensitive information appropriately.

Minimum Qualifications
Education: Bachelor's degree in Business Administration, Accounting, Finance, Public Administration, or related field; Master's preferred.
Experience: Minimum five (5) years of progressive experience in public or corporate procurement, contract administration, and financial tracking; VPPA and eVA experience preferred; K-12 procurement experience preferred; experience preparing RFPs, RFQs, and IFBs required; ERP and e-procurement experience required.
Certification & License : CPPB, CPPO, or VCO preferred; must obtain certification within two (2) years if not certified at hire. Valid Virginia Driver's License or ability to obtain within 30 days.

Working Conditions and Physical Demands
Primarily office-based work requiring extended periods of sitting, computer use, and
walking between departments. Regular contact with staff, leadership, vendors, and
stakeholders. Occasional travel to schools or external sites. Ability to manage stress
and competing priorities in a fast-paced environment.