Junior Purchasing Co-ordinator

**Section**: Purchasing
**Division**: Finance
**Department**: Corporate Services
**Initial Reporting Location**: Tom Davies Square

**Job Status**: Permanent Position

**Affiliation**:CUPE 4705 Inside Unit
**Hours of Work**: 70 hours bi-weekly
**Shift Work Required**: No
**Range of Pay**: Group 10 - $30.44 to $36.75 per hour

**The start date will follow the selection process.**

This position is eligible to work remotely on a full-time basis (Note: Must have the ability to be able to report to a City of Greater Sudbury work location on short notice).

**Characteristic Duties**: Under the general supervision of the Purchasing Agent.
- 1. Assist Authorized Persons with conducting informal Request for Quotation processes.
2. Conduct the informal Request for Quotation process on behalf of Authorized Persons following standard procedures.
3. Assist with identifying and prioritizing required procurements based on expiring multi-year contracts, new projects approved through budget process, and other requests from City departments.
4. Assist with utilizing the City’s eTendering system to conduct open-competitive procurement for goods, services, and/or construction projects for the City, to ensure compliance with applicable legislation, City by-laws, policies, and procedures. This includes:

- ensuring a fair, open and transparent procurement process;
- researching market sources/solutions and potential suppliers;
- coordinating with the Authorized Person and Legal to determine appropriate procurement method and applicable standard contract terms and conditions;
- reviewing Authorized Person(s)/consultant specifications/statement of requirements/scope of work and providing feedback to ensure completeness and compliance;
- facilitating evaluation committees to ensure fairness, transparency, and adherence to applicable legislation, City by-laws, policies and procedures;
- recommending contract award pursuant to the evaluation process;
- assisting with contract negotiations;
- preparing contract documents for Legal review (if required) and/or execution;
- providing post award debriefings to unsuccessful bidders/proponents.

5. Assist with supporting the Authorized Person(s) with managing their contracts to ensure the terms and conditions are adhered to and performance issues are managed responsibly. Provide support to Authorized Person(s) to manage supplier non-compliance or performance issues in accordance with City policies.
6. Assist with initiating negotiations on contracts that have options to extend and draft contract amendments to reflect negotiated terms for review.
7. Prepare and maintain accurate records and documentation on all solicitations, contracts, correspondence, and related follow-up.
8. Issue and amend purchase orders and other contract documents; refer other documents, with recommendations, to appropriate levels of authority for approval up to an established maximum limit.
9. Maintain electronic records of City of Greater Sudbury (CGS) multi-year contracts and standing offer agreements in PeopleSoft and on CITYLinks.
10 Communicate contract status, including renewal, active, lapsed situations, and provide proactive notice to Purchasing Coordinators and internal customers.
11. Compile, track, and maintain the various contract requirements (e.g. insurance certificates, WSIB, health and safety requirements, etc.) for the Purchasing department.
12. Administer the procurement card program.
14. Communicate to the bank requests for card issuance, cancellations and amendments to transactions, card limits and other. Trouble shoot cardholders' issues with P-card interface and co-ordinate with the bank technical support as required.
15. Maintain cardholder and purchasing card information and prepare usage reports utilizing reporting tools provided by the bank.
16. Perform data quality assurance, monitoring, and auditing functions. Use data collection tools and develop methods and procedures using spreadsheet software.
17. Provide coverage for the Purchasing Clerk position.
18. Provide training to staff members on various purchasing-related software systems.
19. Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
20. Perform other related duties as required.

**Qualifications**:

- College diploma in a related field (e.g. Business Administration, Accounting).
- Completed or working towards a purchasing related certification (e.g. OPBA’s Principles of Effective Public Purchasing or SCMA Purchasing Certificate).
- Over one and one-half (1½) years of related experience.
- Knowledge of applicable legislation and related regulations.
- Ability to work with numbers accurately.
- Ability to plan, organize and prioritize tasks with attention to detailed work.
- Knowledge of PeopleSoft Purchasing System.
- Knowledge of the CGS Purchasing By-Law.
- Ability to demonstrate interpersonal skills in dealing with the public, staff, Councilors, outs