Purchasing Coordinator

Level N5Incumbent must possess a High School Diploma or equivalent and 5 years clerical experience OR an Associates Degree and 3 years clerical experience (specialized education or Vo-Tech training may substitute for experience. In addition, the incumbent must be able to demonstrate experience using spreadsheets, word-processing, and database management software. Incumbent must be able to perform a combination of clerical and administrative duties under minimal supervision, using communication skills to confer with employees at all levels within the organization, and performing a large volume of work requiring a high degree of accuracy. Job Description : Performs a combination of administrative coordination and acquisition tasks in support of the Acquisition/Contracts Manager. Applies detailed knowledge in a variety of acquisition processes, clerical, computer, and functional applications to complete daily tasks. Handles a wide variety of situations and conflicts involving the administrative and acquisition functions of the office which often cannot be brought to the attention of the top manager. Based on knowledge of the functional requirements composes correspondence on own initiative about administrative matters. Independently schedules conferences, meetings, appointments, etc. Maintains responsibility for administering a database to include data input, query development, data analysis and review, user maintenance, and applications development. Prepares special and unique reports, summaries and documentation as needed. Responsible for originating new techniques, establishing criteria, or developing new information pertaining to the procurement process and expediting arena. Receives purchase requisitions (PR's) and requirements to be purchased. Maintains and administers basic ordering agreement and procuring acquisitions pertaining to the micro-threshold. May administrate purchase orders under the simplified acquisition threshold. Processes purchase requisitions into Deltek procurement module and distributing to appropriate buyer for acquisition of supply or service. Direct working relationship with vendors and shippers to ensure that supplies and equipment are forwarded on specified shipping dates. Coordinates with Receiving Department to ensure deliveries are received within specified delivery dates. Interacting with Quality Assurance and Document Control to ensure proper statement of work and drawing documentation is included with non-commercial grade requirements. Ensures that proper min/max or reorder documentation is on file and makes recommendations to end users and Control Account Managers for new stock levels. Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, or other office. Responsible for maintaining the integrity of an approved certified Contract Purchasing System. : : EOE M/F/D/V