Accounting & Purchasing Coordinator
Job Description
Job Description
DEFINITION
This position involves the procurement of goods and services Citywide, processing, record keeping, recording, analysis, and reporting of financial data within the City’s Finance Department. The position also requires a deep understanding of the City’s procurement policies and procedures. Work is performed within the framework of established policies and procedures, under the direction of the Purchasing and Contracts Manager who provides direction, advice and reviews work in progress or upon completion. Performance also is evaluated through internal control systems which includes oversight by Finance management. ESSENTIAL JOB FUNCTIONS
• Provides financial, clerical and administrative services to review work submitted to the Finance Department to ensure efficient, accurate and timely processing of purchasing and payment transactions.
• Reviews purchase requisitions; obtains quotes and develops requests for bids and proposals as required and appropriate.
• Determines method of procurement consistent with City policy, statutory codes and nature of specific request.
• Prepares specifications for smaller quotations and formal bids.
• Conducts and records solicitations meetings, bid openings, evaluation of vendor responses, and recommends awards for quotations, formal bids, and requests for proposals.
• Recommends cost-saving techniques. Keeps abreast of current market conditions, new products, trends, practices and product research in order to most economically and appropriately procure goods and services for the City.
• Acts as purchasing advisor to City departments; coordinates product tests and demonstrations.
• Coordinates expediting of orders to ensure timely receipt. Investigates complaints, delivery problems, and contract deviations and reports findings to the Purchasing and Contracts Manager.
• Receives, reviews, prepares and/or submits various records and reports including insurance forms, invoices, contracts, vendor lists, bid documents, purchase requisitions, requisition reports, quote sheets, spreadsheets and correspondence.
• Interacts and communicates with various groups and individuals such as Finance Department personnel, department heads and employees, other governmental agencies, sales and service representatives, professional peers and the public.
• Assists with training sessions for procurement card use, the City’s Financial Management /Requisition Management system operation, the City’s Procurement Policies and Procedures, and acquainting departments on proper purchasing procedures
• Analyzes financial transactions and prepares financial data, schedules, and reports in order to control and account for City funds and activities.
• Reviews P-Card activity/transactions for classification and compliance and provides training to staff on the P-Card program procedures as well as purchases and receipts.
• Reviews vendor contracts for optimal product quality and most competitive pricing available.
• Monitors contracts for compliance and renewals.
ADDITIONAL JOB FUNCTIONS
• Assists with warehouse functions and coordinates City-wide auction when necessary.
• Works on special projects as directed.
• Performs related duties as required.
KNOWLEDGE, SKILLS AND ABILITIES Knowledge of:
• Principles and practices of governmental purchasing management and governmental accounting and analysis.
• Ability to process invoices with proper account numbers based on pre-provided chart of accounts.
• A variety of standard office equipment, including windows-based computers, their use and application in accounting procedures, with proficiency in the use of electronic spreadsheets (Excel), to include the creation of formulas, filtering and linking, presentations (PowerPoint) and word processing (Word). Ability to:
• Review purchase requisitions for compliance with policy and procedures.
• Examine invoices and update account numbers based on the chart of accounts to ensure they meet the policy.
• Inspect utility billing requests for compliance with City’s policies and procedures.
• Analyze data, reconcile financial information, maintain complex records, assemble and organize data.
• Prepare complete and accurate financial reports and determine compliance with policies and procedures. • Express ideas accurately, clearly and effectively, both orally and in writing.
• Perform routine to moderately complex mathematical computations and tabulations accurately and efficiently.
• Analyze general ledger accounts for classification accuracy, as needed.
• Prepare analysis reports for management such as fuel consumption trends.
• Prepare quarterly and annual reports for fuel, equitable sharing, and FDOT.
• Coordinate/assist with preparation of information for fixed asset disposals.
• Administer Requests for Proposals and Requests for Qualifications.
• Prepare year end accruals for contracts and open purchases.
• Works closely with staff from all departments.
DESIRABLE EXPERIENCE AND TRAINING
• Bachelor's Degree with major course work in accounting, procurement, business administration, public administration or closely related field, or equivalent experience and training.
• Preference given for two (2) years recent governmental experience in procurement and accounts payable. • NIGP-CPP, CPM or CPPB certification preferred.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook).
• Knowledge of Tyler MUNIS ERP system