Procurement Coordinator

Primary Purpose:

Responsible for the procurement of quality products and services for HCDE in accordance with established policies and procedures. Responsible for working closely with divisions and vendors in drafting contracts, reviewing contract language, negotiating contract terms and conditions, ensuring contracts are complete with all attachments, exhibits, signatures and dates. Responsible for processing for executed contracts, mailing executed contracts to vendors, overseeing the filing system for contracts, notifying divisions of contract expirations and maintaining an electronic database for contracts.

Qualifications:

Education/Certification:

• Bachelor’s degree in business or related field
• Professional certification in purchasing preferred
• Texas Association of School Business Officials (TASBO) certification preferred
• Membership in a professional purchasing organization
• Membership in TASBO

Special Knowledge/Skills:

• Ability to effectively utilize computers with experience in Microsoft Windows applications (Word, Excel and Access)
• Able to work with numbers in an accurate and rapid manner
• Able to organize, prioritize, meet established deadlines and handle multiple tasks
• Able to maintain accurate, confidential and auditable records
• Able to communicate effectively (verbal and written) using proper English grammar
• Knowledge of business and contract concepts
• Ability to research applicable federal, state and local laws

Experience:

• Three years purchasing experience with a school district or public agency preferred

Major Responsibilities and Duties:

• Purchase order processing - Process requisitions in an effective and timely manner; ensure purchases are made in accordance with established policies; expedite outstanding purchase orders; and resolve complex issues concerning terms and conditions, price, delivery, etc. with vendors.
• Process bids, proposals, and other solicitation documents: work closely with client divisions to identify procurement needs and develop specifications and scope of work used in solicitation documents; conduct pre-proposal meetings; prepare bid tabulations; organize evaluation committees; and make recommendations for contract awards.
• Process contracts – work closely with client divisions and vendors in drafting or assisting with scope of work, contract creation, reviewing contract language, negotiating contract terms and conditions, and ensuring contracts are complete with all attachments, exhibits, signatures and dates; process executed contracts and ensure contracts are filed accordingly.
• Maintain and ensure the timely renewal of annual contracts, leases and rental agreements; notify divisions when contracts are approaching expiration and process contracts requiring renewal; ensure that required documentation is received from vendors when renewing contracts.
• Prepare and/or review Board agenda items in an accurate and timely manner, ensuring contracts requiring Board approval are placed on the agenda by client divisions, contain all required documentation and signatures.
• Obtain all necessary insurance certificates, performance bonds, bid bonds etc.
• Provide excellent customer service to all users regarding all purchasing functions.
• Maintain a positive attitude and a neat and professional appearance that exemplifies confidence and professionalism.
• Maintain confidentiality and excellent public relations with all parties.
• Provide training to client user departments on purchasing operations and requisition processing.
• Be familiar with and assist with duties assigned to other Purchasing personnel when necessary.
• Assist divisions with obtaining pricing and quotes.
• Advise divisions regarding purchasing procedures.
• Provide P-Card support.
• Assist with the preparation and submission of procurement awards applications.
• Perform other duties as assigned.