Purchasing Coordinator

3 weeks ago

Sherwood Park, Canada Elk Island Public Schools Full time

Purchasing Coordinator - Permanent

Central Services - Financial Services

Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving the education needs of

approximately 17,500 students in 43 schools. Every day, the staff and students of EIPS are encouraged to

pursue opportunities to grow and discover their passions in life. We pride ourselves on providing staff and

students with the tools to achieve success by offering dynamic programming, current resources, and practical

professional learning opportunities.

Elk lsland Public Schools Central Administration building is located in Sherwood Park, at 683 Wye

Road. Providing services for the division, Central administration is comprised of eight departments, in addition

**to the Board of Trustees. The departments include**: Education Executive, Communication Services, Facility

Services, Student Transportation, Human Resources, Financial Services, Supports for Students, and

Information Technologies. Financial Services, is home to approximately 22 of our EIPS employees.

As an integral team member of Financial Services, the Purchasing Coordinator plays an important role in helping to achieve both the Division and department goals. This position is responsible for a variety of functions within the Purchasing and Contract Services (PCS) team, including maintaining the Division’s purchase cards (PCards) and providing support to schools and departments with the procurement of goods and services.

**Commencing**: May 1, 2023

37.5 hours per week (Monday to Friday - 7.5 hours per day) (12 month Permanent Position)

**Compensation Rate**: $23.372 to $28.59 per hour with a 2% increase in September 2023

EIPS offers a comprehensive benefits package to permanent employees.

**RESPONSIBILITIES**:
Purchasing and Contracts

Capture mandatory requirements from the published tender in preparation for evaluation review by Manager PCS, and stakeholder. For example, this position would capture the mandatory requirements set out in the tender document for phase 1 of the evaluation. Together with Manager, PCS and the stakeholder determine if the submissions proceed to phase II of the evaluation. This is a critical step in the process.

Evaluate competitive bids based on pre-established criteria. For example, as part of phase II of the evaluation, this position is responsible for creating a recap using formulas and scoring. Transposing the information into the table for evaluation. Together with PCS manager and the stakeholder review and assess the information provided for recommendation for award. This is a critical step in the process.

Assess tenders in creating evaluations for scoring.

Analyze and interpret pricing costs from vendor submissions.

Create contracts for review by Manager PCS, and stakeholder, prior to sending to the vendor.

Review certificate of insurance to ensure it complies with requirements.

Review CCDC contract and contract summary form filled out by Senior Buyer to ensure accuracy.

Communicate with customer departments/schools to determine and select procurement strategies and priorities.

Maintain the Procurement and Contracts manuals.

Manage and track reporting deadlines for non-school related contracts and grants for Division.

Responsible for running and maintaining formation schedules (FAC OPS, FAC Projects, and IT). For example, this allows PCS to capture status updates, and manage the workload. It allows the stakeholders to see the progress and encourages dialogue amongst the parties.

Participate in pre and post contract meetings.

Draft various documents as needed (Bill of Sale, change orders, award/regret letters, etc.) based on requirements and situation.

Create bid opening documents for closing tenders.

Complete the contract summary form for new agreements/contracts.

Maintain and organize master contract spreadsheet (ongoing contracts, leases, etc.)

Create corresponding project folders for upcoming/placeholder contracts.

Follow up with vendors on contractual obligations and general questions as needed (updated insurance, pricing, etc.)

Interpret the Signing Authority Matrix and ensure purchasing requests have received appropriate approval.

File and gather signatures for the execution of contract documents both internally and externally to EIPS.

Verify general ledger coding for each purchase request.

Gather product and volume information.

Create purchase order requisitions on behalf of schools and departments.

Distribute purchase orders to vendors, schools/departments, shipping/receiving and accounts payable.

Track and expedite outstanding purchase orders and follow up with vendors to ensure timely receipt of products.

Create change orders or cancel purchase orders, as required.

Purchase products and maintain purchasing agreements/contracts in accordance with division procurement policies, procedures, and guidelines.

Purchase Card Administration

Run and analyze transaction information

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