Purchasing Coordinator bei City of Cedar Hill, TX

About the Department

Cedar Hill is a welcoming city with small town charm and upscale taste. We foster an active community and encourage involvement in everything we do. Many communities talk of having big city amenities with small town appeal, but in Cedar Hill it isn't just a boast, it's a way of life. The City of Cedar Hill's culture sets us apart from any other City in the world. We live by five very important values, which also contain many parts to make a whole: High Standards, Teamwork, Premier Customer Service, Family Oriented and Fun.

We are seeking an individual, who has demonstrated a willing commitment to these values, holding them in high regard, to join our team as Purchasing Coordinator!

The purpose of this position is to support departments, vendors and City employees in completing the purchasing cycle. This is accomplished by assisting all departments in vendor and price research; vendor solicitation and selection; procurement contracting and awarding; completing requisitions and purchase orders; product and service delivery; and procurement compliance, monitoring and reporting. The Purchasing Coordinator manages and administers purchasing Interlocal agreements and purchasing cooperatives, the citywide copier lease program, Finance departmental records retention program, and vendor compliance. The role also will coordinate, implement and administer the City’s purchasing card (p-card) program, vendor diversity program (HUB, MBE, WBE), asset disposal, and TML liability insurance program.  Other duties may include assisting and completing special projects as assigned, accounting functions related to purchasing, assist as needed with the City’s annual financial audit and interfacing with other City employees, vendors and citizens. This position does not provide direct supervision to other employees.

Position Duties

• Provides premier customer service to internal and external customers by responding to requests in a timely and professional manner. Coordinates Citywide procurement activities by advising and assisting departments during the process to maximize service and minimize cost.
• Assist departments in obtaining goods and services by determining departmental needs, identifying potential vendors and assisting in price research in order to obtain the best value for the required goods or services.  
• Supports departments with soliciting bids or proposals from vendors and selecting the most suitable one based on criteria such as price, quality, and reliability.
• Aid departments as requested and/or needed in negotiating and awarding contracts to selected vendors.
• Serve as the technical support liaison to departments in the creation and processing of requisitions and purchase orders to formalize the purchase.
• Conduct periodic audits to ensure the delivery of purchased goods or services are in accordance with terms of agreed upon contracts and performance levels are satisfactory.
• Monitoring the procurement process to ensure compliance with applicable laws, City ordinances, policies and procedures and reporting on procurement activities.
• Coordinates with vendors to maintain/update the vendor database ensuring that vendor information is accurate and complete, and fraud controls are effectively implemented.
• Coordinate and manage interlocal agreements and purchasing cooperatives, ensuring effective collaboration with other entities, compliance with relevant regulations, and the achievement of cost savings and efficiencies for the City.  This includes maintaining proper documentation and submitting it according to COOP requirements to fully participate in available rebate programs.
• Serve as the Program Administrator of the City’s purchasing card (p-card) program which includes being the primary interface between the City and procurement card vendors/users regarding the use of the card, changes in policy, emerging technology, training, compliance, billing, payments, record keeping, reporting, spending trend analysis and troubleshooting any issues.
• Oversee and manage the citywide copier lease program, ensuring efficient and cost-effective management of all leased copiers, including coordinating maintenance, tracking lease agreements, and ensuring compliance with contract terms.
• Coordinate with Finance department team members and oversee the department’s records retention program, ensuring that all financial records are accurately maintained, securely stored, and disposed of in compliance with relevant regulations and policies.
• Administer the City’s vendor diversity program (HUB, MBE, WBE), ensuring the inclusion of diverse vendors in the procurement process, monitoring compliance with diversity goals, and promoting equitable opportunities for all vendors.
• Collaborate with Finance department accounting personnel and citywide departments to ensure the proper disposal of assets through auctions when applicable, ensuring compliance with relevant regulations and policies, coordinating with departments to identify surplus assets and maximizing returns for the City.
• Facilitate the TML Insurance program, ensuring comprehensive coverage, compliance with regulations, timely processing of claims, and effective communication with departments and insurance providers.
• Communicates via the website, newspaper, internal and external reports City procurement needs and outcomes of solicitations.   Also provides operational cost reporting and analysis.
• Provides support to the department by assisting and completing special projects as assigned.
• Assist in the City’s financial audit by preparing and providing necessary purchasing documentation, ensuring accuracy and compliance with audit requirements, and coordinating with auditors to address any inquiries related to purchasing activities.
• Regular attendance required.

Minimum Qualifications

• Bachelor's degree from an accredited college or university in Business, Accounting, Finance, Public Administration or a related field required. 
• At least three years of related experience required (preferably in the public sector).   Additional experience over the required minimum may be considered in lieu of formal education/knowledge.
• Intermediate or advance knowledge of Texas Local Government Code, specifically purchasing and procurement guidelines.
• Intermediate or advance proficiency with Microsoft Word, Excel and Outlook. 
• Experience with advanced Financial Software.

Other Qualifications

Complete online application at Cedar Hill City Website at www.cedarhilltx.com. The City of Cedar Hill can no longer accept actual/faxed applications. ONLY ONLINE APPLICATIONS WILL BE CONSIDERED. There are computers at the Cedar Hill Library for applicants that do not have access to a computer at home. If you are having trouble with the NEOGOV Applicant tracking site, please call the NEOGOV technical support number at 1-855-524-5627.

In compliance with the Americans with Disabilities Act, the City of Cedar Hill will make every reasonable effort to accommodate your needs. For any special requests, please call Human Resources at 972-291-5100, ext 1050.

The City of Cedar Hill is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of genetic information in compliance with GINA, race, sex, color, religion, national origin, veteran status, age, or disability in hiring, conditions, or termination of employment. Final applicants for employment with the City of Cedar Hill are subject to drug testing and background screening.

CITY OF CEDAR HILL
285 Uptown Blvd Bldg #100
Cedar Hill, TX 75104
972-291-5100