Purchasing Service & Systems Coordinator

About the role

This is a project position with budget authorization until December 2026. The position is part of a multi-year Enterprise Resource Planning (ERP) implementation and may be extended based on the needs of the project.

Basic function

To provide assistance to County employees on the use of the purchasing module of the County financial system and to provide administrative support to Purchasing Division staff.

Responsibilities

• Trains and assists County employees on the use of the purchasing module of the County financial system.
• Serves as a liaison to resolve technical problems on the purchasing module of the County financial system with Information Services and vendor; writes Software Action Notices to correct financial system problems; tests new financial system software releases and software fixes.
• Develops and maintains procedural manual for using the purchasing module of County financial systems.
• Develops and maintains forms, databases and procedural manuals necessary to support the County purchasing process.
• Provides technical word processing and spreadsheet guidance and training to divisional staff.
• Assists the Purchasing Manager in various administrative functions including but not limited to budget monitoring and development, supplies requisition and report preparation.
• Analyzes and researches proposed equipment changes/upgrades and also procedural improvements for staff for proper interface and compatibility.
• Assists Buyers in document development and processing as part of the purchase requisition process.
• May track equipment and inventory for division.
• May assist in departmental accounts payable, payroll and Personnel Change Forms processing.
• Performs related duties as required.

Minimum qualifications

Three (3) years of business and public administration experience in a purchasing office environment using an automated purchasing financial system; OR, any equivalent combination of training and/or experience that provides the required knowledge and abilities. Must pass job related tests.

Knowledge and abilities

• Knowledge of automated financial systems with purchasing modules
• Knowledge of Purchasing Division processes and procedures
• Knowledge of computer technology
• Knowledge of office practices and procedures
• Knowledge of proper English, spelling, grammar, punctuation and word usage
• Knowledge of basic bookkeeping and/or record-keeping procedures
• Ability to operate computer and applied software packages
• Ability to analyze and resolve work-related problems
• Ability to exercise initiative and judgment and make decisions within the scope of assigned authority
• Ability to communicate effectively both orally and in writing
• Ability to establish and maintain effective work relationships with department personnel, public and private officials, other county employees and with the general public
• Ability to maintain necessary records and prepare required reports
• Ability to operate standard office equipment
• Ability to take notes, as required
• Ability to manage multiple tasks/activities while meeting specific deadlines
• Ability to maintain a high degree of accuracy with detailed information

Supervision

Employee receives supervision from the Purchasing Manager or an administrative superior as assigned. Objectives, priorities and deadlines are established by the supervisor. The work is reviewed through periodic meetings, status reports and by evaluation of results obtained.

Working conditions

The work is performed in the usual office environment with two (2) plus hours daily on the computer.