Purchasing Coordinator

business & economic development finance & treasury
Location: Haldimand County, ON
Email: careers@haldimandcounty.on.ca
Website: http://www.haldimandcounty.on.ca
Type: temporary full-time
Posted On: Jan 11, 2018
Closing Date: Jan 23, 2018

VACANCY POSTING
 
  POSTING #: NU-2018-02
   
  Posting Period: January 9 – January 23, 2018
 
  EMPLOYEE GROUPNon Union
 
  POSITION STATUS: Temporary Full-Time (from date of
  hire until approximately December 6th, 2019)
 
  Hours worked per week: 35
 
 
  Position: Purchasing Coordinator
 
  Grade: 6 (under review)
 
  Wage Rate: $65,468 - $73,642 / Annum (January 2018 rate)
 
 
  Department / Division: Corporate Services / Support
  Services
 
  Location: Dunnville Satellite Office
 
 
PURPOSE OF POSITION:
Reporting to the Manager, Support Services, the incumbent will:
  • Assist with or be responsible for the implementation of identified operational objectives, actions, policies, processes or procedures related to the following areas:
    • Corporate Purchasing (department is small & decentralized)
    • Risk Management relative to Corporate Purchasing
    • Furniture and Inventory control
 
EDUCATION & EXPERIENCE
  • Community College degree / diploma relative to area of responsibility (business, purchasing), including completion of or progression toward completing one of the following:
  • Ontario Public Buyers Association “Principles of Public Purchasing” Certificate
OR
  • Certified Professional Public Buyer, obtained through the National Institute of Governmental Purchasing;
PLUS
  • 2-3 years or more current related experience in a public purchasing environment
  • Municipal Law courses such as Contracts or Torts would be an asset
 
Or equivalent to the above
 
KNOWLEDGE & SKILLS REQUIRED:
  • Good understanding of municipal government, its operations and services
  • Good understanding of functions carried out by the Corporation, as well as the relationship of municipal structure and functions of other government agencies
  • Sound technical knowledge relative to accountabilities:
    • thorough knowledge of legislation and trade treaty agreements surrounding public procurement and contract management
    • solid understanding of and experience in risk management approaches relative to purchasing
    • knowledge of legal issues related to contract and competitive bidding law
  • Solid negotiation skills to deal with vendors and contractors
  • Proven ability to apply good judgment / discretion in confidential and/or sensitive matters.
  • Research, analytical abilities to enable the fair assessment of issues / situations
  • Strong problem-solving skills
  • Strong communication skills (listening, writing, verbal) to receive and /or convey complex information to ensure solid understanding of process / project requirements, work guidelines
  • Ability to plan, direct, organize and work with minimum supervision
  • Ability to establish and maintain cooperative working relationships
  • Time Management / organization skills to identify priorities, re-arrange work if required to meet identified deadlines
  • Leadership skills to guide work of staff and encourage development of skills
  • Qualities of persistence, tact and persuasiveness to deal with internal and external contacts
  • Ability to work under pressure, adapt to changing priorities, meet strict deadlines and deal with interruptions
  • Ability to work independently or as a member of a team
  • Valid Ontario Drivers license and access to a reliable vehicle
 
Computer Expertise:
Level 4 - The incumbent must possess a combination of intermediate and advanced computer skills scored at 65% or higher for Outlook and at least one of Word / Excel / PowerPoint to ensure their;
  • proven ability to use desktop or department / division specific software packages on their own or combine information from different software packages to get the desired result
  • solid understanding of the software to enable the incumbent to know the best tool to do the job efficiently.
  • knowledge to utilize software to develop quality reports, professional looking presentations, publications and/or to develop complex spreadsheets for analysis or presentation of data (including the use of formulae)
 
Accountabilities / Tasks
 
Include, but are not limited to, the following:
  • Contributes to the development of procurement policies and procedures
  • Prepares, writes, reviews and comprehends complex documents such as proposals and tenders, addenda, bid forms, contracts and terms and conditions. Attention to detail is critical.
  • Provides advice to internal customers to support procurement initiatives, assist with planning and implementation of Requests for Quotations, Requests for Tenders, Requests for Proposals and Pre-Qualifications.
  • Attends public bid openings and assists in evaluation of submissions where required
  • Respond to bidder inquiries including requests for debriefing, notifications of bid rejection
  • Researches and prepares / drafts documentation to / for staff related to procurement matters, making recommendations as required; may be required to present information at public meetings, Council meetings, staff meetings
  • Monitors and updates staff on relevant internal controls such as WSIB Contractor Status Reports
  • Coordinates asset disposal procedures, controls and processes
  • Negotiates with vendors as required, helping to develop solutions and resolve problems
  • Assist management staff with budget preparation and monitors financial status for assigned projects taking appropriate actions to ensure adherence to the approved budget
  • Represents the Department / Division at relevant meetings
  • Represents County where necessary with respect to procurement matters (i.e. purchasing cooperative meetings, purchasing organizations, etc.)
  • Establish and maintain positive relationships with counterparts in other Municipal governments, and ensure cooperative relations with Staff including representing the County at relevant purchasing meetings, events as required.
  • Assists with the application of legislation and regulations relevant to the Division; including relevant collective agreements and other corporate policies
  • Applies sound project management practices in the management of activities required for the successful completion of approved projects
  • Ensures project participants, including County staff, have clear understanding of the work to be completed within approved County policies and procedures
  • Undertake tasks / work assignments as directed by Manager or designate
 
All Haldimand County employees are expected to:
  • work safely and respect others in the workplace
  • maintain confidentiality
  • work within policies and procedures determined by Haldimand County and/or legislation relative to the function
 
 
Those who are interested in applying for this position must submit a resume and covering letter as appropriate in confidence to Human Resources by 4:30 p.m. on the last day of this posting. Only those who are selected for an interview will be contacted.
 
 
AN EQUAL OPPORTUNITY EMPLOYER
 
 
Accommodation is available for any applicant with a disability, as it relates to the recruitment process of this position. Upon request, Haldimand County will consult with the applicant and provide, or arrange for the provision of a suitable accommodation in a manner that takes into account the applicant’s accessibility needs due to disability.
    
 
 
As per current Legislation, if it is determined that those employees with priority placement status are suitable for this job, before a selection decision has been made, this competition may be cancelled.
    
 
Human Resources Division, Cayuga Administration Building,
45 Munsee Street North - P.O. Box 400 - Cayuga, Ontario N0A lE0
 
Fax: (905) 772-3541 OR E-Mail: careers@haldimandcounty.on.ca