Purchasing & Risk Coordinator

5 months ago

St Thomas, Canada The Corporation of the City of St Thomas Full time

Internal / External

The Corporation of the City of St. Thomas
- **Treasury Department has an opening for a**:
PURCHASING & RISK COORDINATOR
(Permanent, Full-Time)

Job Posting #879-02-24

**POSITION SYNOPSIS AND PURPOSE**:
This non-union position, reporting to the Manager of Finance/Deputy Treasurer, co-ordinates the Purchasing, Insurance and Risk Management functions for the Corporation in accordance with City Policies, By-Laws and Provincial Statutes. This position ensures that all departments of the City remain in compliance with the Purchasing By-Law, other applicable policies and legislation. This position also administers the insurance coverage for the City’s property and liability requirements as well as risk management initiatives to minimize exposure and safeguard the City’s interests.

**MAJOR RESPONSIBILITIES AND ACCOUNTABILITIES**:
Purchasing (70%)
- Develops, recommends and following approval of the Manager of Finance/Deputy Treasurer, implements policies and procedures to ensure an efficient, centralized purchasing system for the Corporation and maintains a suitable system for handling emergency purchases based on ethical purchasing practices.
- Complies with applicable provincial and municipal legislation including the Municipal Freedom of Information and Protection of Privacy Act.
- Ensures the accumulation and maintenance of a data base consisting of contract and tender wordings, legal and financial security requirements, products, sources of supply, reliability of vendors, prices, tax exemptions, technical information and specifications for all tendered municipal supplies and services.
- Provides expert procurement advice and determines the method of procurement to be used for the purchase of goods and services on a competitive basis, at the lowest cost, consistent with the quality and service required in accordance with administrative policies and ensures that all City purchases adhere to the guidelines of the Purchasing By
- Law.
- Prepares and issues requests for quotation / tenders / proposals / expressions of interest / prequalification and determines appropriate clauses to be included.
- Updates and maintains the City’s electronic bid portal including facilitation of electronic tender opening, verification and recording of results and publishing of same.
- Reviews, approves and issues business licenses according to the Business Licence By-law promoting a high standard of customer service and public relations at all times.
- Coordinates and maintains the issuance of Charitable Gaming Permits according to relevant legislation and ethical gaming practices.
- Assists Civic Departments on technical matters relative to the preparation of tender specifications.
- Coordinates, attends and facilitates pre-bid conferences, site meetings, evaluation reviews, proponent interviews and debriefing sessions throughout the procurement process applicable to each project for consistency, accountability and transparency.
- Summarizes, evaluates and recommends award of contracts to various departments for concurrence.
- Prepares recommendations to Council for award of contracts.
- Monitors files and contracts on an ongoing basis. Ensures that all legal documentation is secured such as Workplace Safety and Insurance Forms, Liability/Automobile/Professional Insurance policies are in effect. Secures Bid Deposits, Labour and Material and Performance Bonds and ensures compliance to each project. Renews all applicable documentation as required throughout the term of the contract/project.
- Reviews City departmental purchases in cooperation with Accounts Payable staff to verify that all purchases adhere to the guidelines of the Purchasing By-Law and investigates and reports to the Manager of Finance/Deputy Treasurer on any instances of non-compliance.
- Presents information and advice on purchasing matters to Consultants, Boards, Purchasing Cooperatives and City Departments.
- Arranges for and ensures the proper disposal of surplus equipment and assets.

Insurance & Risk Management (25%)
- Develops, implements, coordinates and administers the corporate insurance and risk management program.
- Develops policies and procedures and recommends same for adoption by City Council.
- Coordinates, negotiates and authorizes settlement claims, up to $50,000.
- Approves payments to Lawyers and/or Adjusters.
- Coordinates the activities of the Division with other Departments and Boards by identifying and evaluating loss exposures facing the Corporation.
- Coordinates the collection of information in order to assist in the defense of the City during legal proceedings.
- Examines, selects and implements risk management techniques to eliminate, reduce or transfer risk.
- Provides direction to adjusters, brokers and insurers to ensure effective, efficient and economical delivery of insurance related services.
- Acts as advisor to the Special Events Committee to assess risk exposure and determine insurance requirements fo

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