Purchasing Coordinator II

Location
Alexandria, VA
Salary
$59,674.68 - $98,088.64 Annually
Posted
Mar 28, 2021
Closes
Apr 12, 2021
Ref
2021-00380
Function
Accountant
Hours
Full Time
Purchasing Coordinator II

The City of Alexandria is located in northern Virginia and is bordered by the District of Columbia (Potomac River), Arlington and Fairfax counties. With a population of approximately 150,000 and a land area of 15.75 square miles, Alexandria is the seventh largest city in the Commonwealth of Virginia. Alexandria has a charming waterfront and is a unique and historic place to live and work. About one-quarter of the City’s square miles have been designated as a national or local historic district. We proudly embrace our rich history and seize the endless opportunities that lie ahead. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for our Purchasing Coordinator II position.

An Overview
The Purchasing Coordinator II is the Department of General Services’ sole purchasing professional responsible for the formulation, issuance, negotiation and award of complex contracts for goods and services essential to city operations. This employee is responsible for performing advanced professional contract administration and procurement work including obtaining quotes; completing purchases within established city, state and federal procurement regulations and guidelines; creating purchase orders; assisting with the development of specifications and scopes of work; creating and administering solicitations and bids including Requests for Proposals (RFP) and Invitations to Bid (ITB).

What You Should Bring
Are you passionate about a career in local government?Do you have a propensity for cultivating and managing relationships?Have your critical thinking skills and attention to detail propelled you to the next stages of your career? If you've answered YES, YES and YES, then this position has been designed specifically for you!

The successful candidate should have extensive knowledge of the principles and practices of public/governmental purchasing and contract administration. The candidate should have extensive knowledge of federal, state and local laws pertaining to purchasing, contracts and contract compliance; extensive large scale purchasing methods and procedures in a wide variety of commodities and services. The successful candidate should have the ability to think and communicate clearly, strategically and analytically, both orally and in writing. The candidate should have the ability to collect, organize and evaluate data to develop logical conclusions and the ability to lead and facilitate meetings.

The Opportunity - Examples of Work
  • Directs, manages, coordinates, and administers the formal bid and procurement process, including development of Invitations to for Bid (ITB), Requests for Proposal (RFP), Requests for Quotation (RFQ), coordinating pre-bid meetings and bid openings, and contract negotiations.
  • Ensures contract compliance with federal, state and local requirements and regulations; evaluates all procurement activities for compliance with City regulations, policies and procedures;
  • Reviews and approves contracts and purchase orders; maintains contact and negotiates with vendors; keeps informed of market conditions and new products; evaluates vendor performance.
  • Prepares technical and administrative reports, correspondence, written recommendations, and makes oral presentations to senior management, governmental officials, and other organizations or groups as needed.
  • Acts as the lead during the bidding process and assists in the writing of specifications and scopes of work, identifying sources, contacting potential bidders, fielding questions during the bidding phase and evaluating proposals.
  • Evaluates bids and proposals and recommend award according to established guidelines; participate in negotiations of pricing and terms.
  • Provides guidance, assistance, and training to departmental staff regarding contract administration and procurement;
  • Serves as the Department’s liaison with the City’s Purchasing Division of the Department of Finance;
  • Assures agency compliance with applicable city, state and federal purchasing and contracting laws, codes, guidelines, policies, regulations and procedures and generally accepted public practices related to securing goods and services.
  • Performs related work as required.

About the Department

The Department of General Services’ mission is to provide exceptional management of the City’s real estate, facilities and other support services for all our City government customers, internal and external. The Department of General Services staff strive to provide our customers with unmatched services by proactively managing the City’s assets to support the delivery of services to the City of Alexandria, responding to service requests in a timely manner, listening to our City government customers, and ensuring that our City government customers are satisfied with the resolution.

Minimum & Additional Requirements

Bachelor’s Degree in Business Administration, Accounting, Finance or Procurement; and three years of experience in procurement and contract management or any combination of relevant experience and training which provides the required knowledge, skills and abilities.

Preferred Qualifications

Master's degree; ten years of progressive experience in the procurement and purchasing of services, supplies, materials and equipment, with two years in the administration of contracts in facilities or construction environment. Possession of a Certified Public Purchasing Officer (CPPO) and/or a Certified Professional Public Buyer (CPPB) certification or related. Experience with a role in procurement in a governmental agency. A minimum of two years of supervisor experience and extensive use of the Microsoft Office Suite. Advanced communication skills including written and verbal communications. Ability to adjust to changing priorities and handle multiple tasks simultaneously with attention to detail.

Notes

This position requires the successful completion of pre-employment background checks including but not limited to drug testing and criminal background checks.

The Department of General Services (DGS) is a first response department and as such all DGS employees are deemed essential or emergency personnel and maybe required to report to work when the City government is open with liberal leave or closed during emergencies.

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