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Procurement Coordinator

4 months ago

Hamilton, Canada City of Hamilton Full time

**About the City of Hamilton**

**Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometres of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason**

**JOB POSTING**

JOB ID #: 20810

Procurement Coordinator
Corporate Services
Financial Services Taxation & Corporate Controller
120 King St. W., 9th Floor

NUMBER OF VACANCIES: 1

UNION/NON-UNION: CUPE Local 5167 Inside

HOURS Of WORK: 35.00 per week
- GRADE: G
- SALARY/HOUR: $31.119 - $33.825 per hour- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.

STATUS/LENGTH: Temporary Full-Time (Up to 3 months)

Job Description ID #: 5460

SUMMARY OF DUTIES

Reporting to the Procurement Manager, provides administrative support to the Procurement Section of the Financial Services Division and coordinates the disposal of surplus goods. Assists professional staff on day-to-day projects and provides back-up for Procurement Reception.

GENERAL DUTIES

Receives, reviews and coordinates the disposal of surplus goods as declared by the City and its affiliates.

Researches internet for product information, potential buyers/end users for goods declared as surplus.

Coordinates the receipt of payment for items declared as surplus good and ensures that funds are appropriately distributed. Reconciles sales and ensures records are complete and organized.

Provides contract file management by ensuring that contract files have all required documents such as purchase order, insurance certificates, bidder’s list, copy of contract document, original submissions from proponents, etc.

Performs review of contract files and supporting documents to ensure all pertinent and required documents are received and that all specifications are in compliance and have been met by bidder.

Issues item files, completes Purchase Orders and tags Purchase Orders in PeopleSoft Financial System. Ensures accuracy of account information for timely processing by the Procurement Section.

Receives and interprets legal documents such as bid bonds, letters of credit, etc.

Receives and answers inquiries by telephone and in person from the public, contractors, suppliers, salespersons, staff, outside agencies, and other departments within the corporation.

Requests WSIB and Insurance Certificates for contracts from successful proponents.

Faxes purchase orders and updates P.O. type in PeopleSoft. Ensures transmissions are successful.

Maintains Policy 10 and 11 Purchase Orders, forms and back-up.

Processes item file purchase orders and maintains item files through PeopleSoft. Checks for match exceptions in PeopleSoft.

Maintains vendor database records to ensure that data is up to date, and to delete duplications.

Maintains common file area and label file cabinets.

Prepares labels for contracts and submission envelopes. Prepares contract packages.

Prepares bidder’s lists for contracts and autofax contract notification to bidders.

Operates equipment such as photocopier and fax machine.

Updates Point of Sale system with bidders and updates bidders on City of Hamilton Web Page.

Creates and prepares contract evaluation spreadsheets for analysis purposes. Manipulates data in spreadsheets to evaluate bids. Calculates HST for offers for disposal of surplus goods and bank deposits.

Word processes form letters, memoranda and reports. Composes offer letters for the disposal of surplus goods.

Distributes material for Corporate Contracts.

Sends out notifications and updates vendor records when Procurement adds or splits commodities.

Performs other duties as assigned which are directly related to the major responsibilities of the job.

Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.

QUALIFICATIONS

Previous experience related to duties listed above normally acquired through a combination of education and related work experience.

Previous experience in a procurement environment with an understanding of procurement procedures and legal documents associated with Tenders, Request For Proposals and Quotes.

Demonstrated ability to word process correspondence and reports.

Demonstrated ability to compile statistics from data and to perform matrix pricing from bids.

Experience in a computerized environment. Working knowledge of Microsoft Office XP, Microsoft Outlook, Word, Excel and database software. Knowledge of PeopleSoft would be considered an asset.