Purchasing Coordinator

Description

Position Summary

The Purchasing Coordinator supports the organization’s purchasing, procurement, vendor, travel, and contract-related activities through independent coordination, compliance review, documentation, and staff support. Responsibilities include processing purchasing activities, obtaining quotes, supporting procurement processes, drafting purchasing-related documents, maintaining vendor and contract files, arranging staff travel, and providing guidance to staff regarding purchasing procedures. This position helps ensure purchasing activities are completed accurately, timely, and in accordance with organizational policies, state guidance, funding requirements, and applicable rules. Success in this role requires strong organizational skills, attention to detail, independent judgment, communication, confidentiality, and the ability to manage multiple purchasing-related priorities.

Position OCAs

Other Cost Accumulators (OCAs) identify the primary activities associated with this position to support accurate time allocation, expenditure tracking, and reporting. Allocations reflect the general distribution of responsibilities and may vary based on operational needs.

Expected OCA Codes

• 97BBA
• VPADM

Primary Responsibilities

Purchasing & Procurement Support

• Process approved purchase orders and purchasing-related requests in accordance with established procedures.
• Support purchasing activities based on organizational needs, funding requirements, purchasing thresholds, and applicable guidance.
• Assist with implementation of purchasing procedures, workflows, and procurement-related activities.
• Maintain knowledge of applicable purchasing policies, state guidance, rules, and organizational requirements.

Compliance, Quotes & Contract Documentation

• Obtain quotes and support procurement processes based on purchasing thresholds and applicable requirements.
• Draft requests for proposals, invitations to negotiate, requests for qualifications, purchasing agreements, and related documents as assigned.
• Prepare and submit Prior Approval Requests to DEL for sole source purchases.
• Review purchasing documentation for completeness, accuracy, and compliance with established requirements.
• Maintain contract files, purchasing records, vendor documentation, and supporting materials.

Staff, Vendor & Travel Support

• Provide guidance and support to staff regarding purchasing processes, documentation needs, and procedural requirements.
• Train staff on purchasing procedures, expectations, and required documentation.
• Process vendor inquiries, disputes, and follow-up activities in a professional and timely manner.
• Arrange travel accommodations for staff traveling out of county or out of state in accordance with organizational procedures.

Records, Reporting & Continuous Improvement

• Maintain purchasing files, documentation, tracking tools, and supporting records in accordance with organizational requirements.
• Prepare purchasing-related information, reports, and supporting materials as assigned.
• Support audit, monitoring, and compliance review activities related to purchasing and procurement.
• Identify opportunities to improve purchasing processes, documentation practices, and service effectiveness.

Core Competencies

• Purchasing and procurement process knowledge
• Independent judgment and problem-solving
• Contract and documentation support
• Compliance and policy application
• Vendor and staff customer service
• Organization and time management
• Attention to detail and accuracy
• Verbal and written communication
• Records management and file maintenance
• Technology proficiency, including Microsoft Office applications
• Confidentiality and professionalism
• Collaboration and accountability

Position Classification & Competency Expectations

Scope & Focus

• Performs complex work independently while coordinating processes, projects, or services across teams or programs.

Decision Making & Judgment

• Exercises independent judgement within defined policies; resolves issues that require analysis and problem solving; and coordinates work that impacts multiple stakeholders or functions.

Expertise & Independence

• Demonstrates proficiency in role-related technical or professional skills; operates independently with limited oversight; and applies policy knowledge to real-world operational needs.

Growth & Impact

• Ensures effective implementation of programs and procedures; identifies process improvements and service enhancements; and may support projects or initiatives requiring coordination.

Supervision & Leadership Impact

• May guide the work of others or provide functional oversight; assists with training, workflow coordination, or task prioritization; does not carry supervisory accountability.

Additional Organizational Support Expectations

This position also fulfills applicable organizational support expectations, including:

• All Staff Supports
• Coordinator Supports

Education & Experience

Required

• Bachelor’s degree in Business Administration, Finance, Accounting, Public Administration, or a related field.
• Minimum of two years of experience in purchasing, procurement, contract support, finance, administrative operations, or a related role.
• Minimum of two years of experience reviewing or applying laws, rules, regulations, policies, procedures, or governmental guidance.
• Experience maintaining purchasing records, vendor files, procurement documentation, or contract-related materials.

Preferred

• Experience with purchasing or procurement in a governmental, nonprofit, education, or grant-funded environment.
• Experience with DEL purchasing guidance, state procurement requirements, or similar funding-related purchasing rules.
• Experience drafting or supporting requests for proposals, invitations to negotiate, requests for qualifications, contracts, or purchasing agreements.
• Experience supporting audits, monitoring activities, compliance reviews, or financial documentation requirements.

Working Conditions & Physical Demands

• Physical demands and work environment characteristics described are representative; reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Regularly required to stand or sit for prolonged periods; walk; use hands and fingers; reach with hands and arms; climb and/or balance; stoop; kneel; crouch; crawl; talk; and hear.
• Must regularly lift and/or move up to twenty pounds and occasionally up to fifty pounds with assistance.
• Telework requires internet speeds of 8 Mbps download/8 Mbps upload and working within the immediate geographical area.
• Must maintain reliable transportation, minimum insurance coverage, a valid driver’s license, and a clean driving record.
• Reliable mobile phone service is required for technology compliance, including multi-factor authentication.
• Specific vision abilities may include close vision and the ability to focus for prolonged periods.
• Developmentally appropriate interactions with children may be required.

Organizational Culture & Values

• Assume Positive Intent
• Be Effective
• Choose Responsibility
• Deliver Excellent Customer Service
• Embrace Fun
• Find the Solution that Best Helps the Child

**This position description is not intended to be an exhaustive list of all duties and responsibilities. Additional duties may be assigned consistent with organizational needs and policies.**