Community Business Procurement Coordinator

REPORTS TO: Purchasing Administrator FLSA STATUS: Exempt - Professional CLASSIFICATION: Personnel System - Requires satisfactory completion of a six-month probationary period. PAY GRADE: 118 SAFETY SENSITIVE: No Purpose of Job The purpose of this job is to generate increased awareness and understanding of the government’s procurement processes by community based businesses representing the diverse population of Athens-Clarke County.

The position is responsible for community outreach and relationship building among stakeholders, providing direct education and technical support, and collecting, analyzing, and reporting relevant data. As needed, this position will also perform routine purchasing responsibilities such as reviewing requisitions, issuing purchase orders, and soliciting bids. Job Related Requirements Regular schedule: Monday to Friday 8am to 5pm May be required to work on religious holidays.

Regular and predictable attendance is required. Must work cooperatively with others. When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACCGov's safe driving policy. Examples of Duties Associates degree in a related discipline and three (3) years of professional work experience in procurement, vendor recruitment/development, community outreach, or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.

Must possess a valid driver’s license. Bachelor's degree and certification in public purchasing association such as NIGP, ISM, or NPI preferred. Qualifications The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Engage in outreach efforts to build mutual awareness and establish collaborative relationships between the government and community organizations, business associations, and community businesses representing the diverse communities of Athens-Clarke County; Collaborate across departments to develop data-collection, communication, and coordination strategies; proactively build relationship-pipelines between community businesses/business associations and governmental departments.

Implement and evaluate strategies designed to increase/expand participation in existing procurement processes. Collaborate within and across departments to simplify existing procurement communications and policies in order to increase accessibility. Develop easy-to-understand educational materials that support applicants throughout the procurement process; break down complex information and processes into clear, understandable, actionable steps.

Identify, collect, organize, and analyze existing procurement participation data; collaborate across departments to further develop data collection strategies; develop and maintain information on minority/women/VA-owned community based businesses located within Athens-Clarke County; develop and maintain an effective reporting mechanism to communicate information to internal and external stakeholders. Develop, coordinate and facilitate training and workshops to ensure businesses develop the necessary skills to be successful in government procurement opportunities.

Provide technical support and assistance to businesses in preparing bids and maintaining contracts. Promote information on technical assistance, training and bidding opportunities with ACCGov procurement. Serve as a resource for information regarding equal opportunity in contracting opportunities. Provide information on registration as a minority/women/VA-owned vendor. Receives purchase requisitions from various departments/divisions and reviews them for accurate completion.

Issues, places, processes, encumbers, and distributes purchase orders, including issuing emergency purchase orders as related to bids and requests for proposal. Prepares written bids for distribution to vendors, assists with bid openings, and maintains bid files. Assists in writing specifications for formal bids; coordinates process for proposal evaluation team. Solicits competitive quotes, written quotations, and product information; opens bids at formal bid openings.

Prepares contract labor agreements for various departments; maintains files; provides contract labor personnel from temporary agencies. Checks departmental purchase accounts for budget compliance. Maintains bid, performance, and payment bonds. Performs reference checks for bid compliance. Administers government annual contracts. Sources new vendors and eliminates sole sources. Performs other related duties as required.

Knowledge, Skills and Abilities Ability to interact with people from different backgrounds, life experiences, and perspectives in ways that create connection, trust, engagement, and a sense of belonging. Ability to assemble complex information and make written reports and documents in a concise, clear, and effective manner. Ability to prepare and deliver public presentations and to communicate effectively with citizens and diverse special interest groups.

Ability to communicate and collaborate with individuals in other areas of the government. Ability to formulate goals, identify needs, develop and implement strategies, and evaluate impact. Skill in the development and delivery of training programs and workshops. Skill in the collection and analysis of qualitative and quantitative data. Ability to make complex policies understandable using easy-to-understand language. Knowledge of the policies, procedures, and activities of the Finance Department as they pertain to the performance of duties relating to the position of Community Business Procurement Coordinator.

Knowledge of the terminology used within the department. Knowledge of purchasing procedures, contracts, purchase guidelines and regulations, purchase orders, bids, and procedures and methods as required in the performance of duties. Knowledge of basic purchasing procedures and laws, available vendors and current prices, unified government and departmental policies and procedures, and bookkeeping. Knowledge of various software packages.

Skill in the use of computers, fax machine, typewriters, calculators, and other office equipment. Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental regulations. Ability to use independent judgment in routine and non-routine situations. Ability to handle required mathematical calculations. Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.

Ability to plan, organize and/or prioritize daily assignments and work activities. Ability to comprehend and apply regulations and procedures of the department. Supplemental Information (ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including computers, fax machines, calculators, and other office equipment.

Must be able to use body members to work, move or carry objects or materials. This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work. DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION: Requires the ability to hear, speak and/or interface with people to convey or exchange information. Includes receiving assignments and/or directions from supervisors. LANGUAGE ABILITY: Requires ability to read a variety of purchase requests, purchase, orders, bids and bid specifications, purchasing regulations and ordinances, etc., and informational documentation, directions, instructions, and methods and procedures.

Requires the ability to prepare purchase orders, bid packets, records, contracts, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence. INTELLIGENCE: Requires the ability to learn and understand complex principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management.

VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including purchasing and acquisition terminology. NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; utilize and determine percentages, and compute discounts and interest.

FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with office equipment (e.g., rulers, yardsticks). MOTOR COORDINATION: Requires the ability to coordinate hands, fingers, and eyes accurately in using office equipment. Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates. MANUAL DEXTERITY: Requires the ability to handle a variety of items such as computers, calculators, fax machines, and other office equipment.

Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination. COLOR DISCRIMINATION: Requires the ability to differentiate between colors and shades of color. INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency.

PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone. ACCGov is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact Leah Jagatic, HR Coordinator, Human Resources, 762-400-6370 or [email protected] .