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The County of DuPage
Wheaton, Illinois

Job Details for 1551 - Purchasing Coordinator

Job Description

FLSA STATUS: Non-Exempt
GRADE: 111

POSITION SUMMARY
Under general supervision, performs entry level duties related to the purchase of materials, services, supplies, and equipment for DuPage County; performs related work as required.

DISTINGUISHING FEATURES OF THE CLASS
Employees in this class perform routine technical purchasing activities, including the drafting of commodity specifications. Work involves coordinating all aspects of the purchasing process for assigned departments. General supervision is received from assigned manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.

• Oversees the bid process
• Prepares bid specifications, develops language for bid specifications, addresses concerns with bid proposals and analyzes quotes
• Reviews requisitions and purchase orders against specifications
• Evaluates supplier capabilities and negotiates prices, terms and conditions
• Prepares and provides information for competitive bids
• Prepares paperwork for state contract procurement; corresponds with vendors pertaining to bids, bid cancellations and approved bidders
• Maintains bid calendar for upcoming contract renewals
• Reviews bids to ensure adherence to County procedures and policies
• Reviews and processes purchase requisitions
• Prepares, maintains and tracks accurate record and documentation on all purchases, quotes, correspondence and related follow up
• Ensures purchasing procedure consistencies within department and County
• Does routine purchasing for equipment, supplies, materials and services
• Ensures quality control of purchased items, on-time delivery and records discrepancies
• Reviews and approves invoices for payment; processes invoice discrepancies through vendor contact to resolve problems
• Maintains vendor lists and reference materials such as supply catalogues and brochures
• Follows up on orders previously placed order and resolves any specification, delivery, or pricing problems
• Identifies cost saving initiatives
• Maintains regular attendance and punctuality

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
• Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned.
• Depending on assignment may maintain required emergency management training, licensure and/or certifications.
• Performs related duties as required or assigned within job classification.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Knowledge of:
• Business methods, markets and purchasing practices and trends
• Bidding and negotiating practices
• Laws relating to public purchasing
• Current office practices, procedures and equipment
• County policies and procedures
• Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes

Skill in:
• Negotiating and evaluating bids
• Administrative duties related to purchasing.
• Utilizing Microsoft Office
• Using computer hardware and software including word processing, spreadsheets, databases, email, etc.
• Applying an acquired knowledge of procedures, rules, regulations and services applicable to the assigned office

Ability to:
• Manage projects and multiple priorities simultaneously
• Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
• Ensure compliance with applicable federal, state, and local laws, rules, and regulations
• Convey excellent oral and written communication
• Work effectively under stress
• Maintain confidentiality

SUPERVISORY RESPONSIBILITIES
None.

EDUCATION and/or EXPERIENCE
Completion of an Associate’s degree in Business or related field; three years of experience in purchasing supplies, equipment and services or four years of experience in an entry level purchasing position other than clerical; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.

CERTIFICATES, LICENSES, REGISTRATIONS
None