Purchasing Coordinator

About this opportunity: 

The City of Asheville is please to accept qualified applicants for the position of Purchasing Coordinator in the Finance Department.  The ideal candidate will be a team player who can deliver excellent customer service to all of the City's departments and vendors.  They will have a general knowledge of governmental purchasing principles. Additionally, this person will have excellent written and verbal communication skills as well as experience with Google Suite and ERP software. 

Weekly Schedule: Monday - Friday, 8:30 AM - 5:00 PM (Hybrid Work Schedule available)

Processes purchase orders and purchase requisitions: receives and reviews change orders and updates and
processes purchase order accordingly; receives and reviews requisition associated term contracts or not-to-exceed
contracts and purchasing cooperatives; verifies requested items are on the contract, that the contract is current
and what the contract requirements are; verifies cooperative contracts meet City bid requirements; coordinates
with City employees, vendors, and others to compile requirements for purchase orders; generates purchase orders;
and updates and maintains related documentation and spreadsheets.

Coordinates the sale of surplus property for the City, including vehicles, technology equipment, retired weapons,
etc.: receives and processes surplus documents; reviews for proper method of disposal; creates files; prepares and
compiles related documentation, such as Council documents, inspection forms, titles, etc.; takes or obtains
photographs of items for sale; posts and monitors items for sale online; provides information and answers
questions regarding items for sale; manages bid results and activity; coordinates item pick up with auction bidder;
prepares deposits for checks received from purchased items, recycling checks, and rebate checks; issues reverse
bids for surplus sales; and updates and maintains related spreadsheets, records, and reports.

Maintains accurate and correct vendor files and information; edits and updates vendor files; reviews data entered
by other City staff; and researches and resolves problems with vendor files in compliance with established
procedures.

Processes approved purchase requisitions; runs approved requisition report; prints new requisitions; and
distributes requisitions to the appropriate staff.

Issues Requests for Quotes (RFQs) and small informal bids: receives and reviews purchase requests from City
departments; prepares quote and bid documents; submits quote and bid documents to vendors via email and/or
posts to website and social media channels; prepares bid tabulations sheets; evaluates quotes and bids; reviews
quotes and bid with requesting department; makes recommendations regarding selection; and prepares award
letters.

Ensures all work activities comply with local, state, and federal laws, rules, regulations, policies, and procedures
governing purchasing, surplus disposal, and bidding and contracting.

Performs related duties in support of department activities: performs customer service and provides information
and answers questions; participates in requisition entry and purchase order receiving training; checks mail;
maintains cleanliness of work areas, etc.

Communicates with supervisor, other City employees, vendors, bidders, and other individuals as needed to
coordinate work activities, review status of work, exchange information, or resolve problems.

Processes a variety of documentation associated with department/division operations, within designated
timeframes and per established procedures: receives, reviews, prepares, completes, processes, forwards or retains
as appropriate various forms, reports, correspondence, approved purchase requisitions and reports, surplus
disposal documentation, vendor applications, invoices, purchase orders, RFQs, RFBs, bid tabulation sheets, staff
reports, and other reports, spreadsheets, and documentation; compiles data for further processing or for use in
preparation of department reports; and maintains computerized and/or hardcopy records.

Additional Functions:
Performs other related duties as required.Minimum Qualifications:

Associate degree in Accounting, Business, or a related field required; supplemented by two years of experience in
governmental purchasing or finance; or any equivalent combination of education, training, and experience which
provides the requisite knowledge, skills, and abilities for this job.

Specific License or Certification Required: None.

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential
functions and learn, comprehend, and apply all City or departmental policies, practices, and procedures necessary
to function effectively in the position.

Performance Aptitudes:

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes
exercising discretion in determining data classification, and in referencing such analysis to established standards for
the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to work with and apply principles of persuasion and/or influence over
others to coordinate programs or activities of a project, and resolve typical problems associated with the
responsibilities of the job.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control
the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and
information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the
ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret
graphs.

Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions
furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or
modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving
evaluation of information against measurable or verifiable criteria.ADA Compliance:

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may
involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks
may involve extended periods of time at a keyboard or workstation.

Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors,
sounds, and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental
conditions.