Procurement & Asset Management Coordinator
City of Williams Lake
Procurement & Asset Management Coordinator
OPERATIONS: Financial Services Department
RATE: $34.00 (under review) per hour plus benefits
HOURS OF WORK: 37.5 hours per week, pursuant to the Collective Agreement
POSITION: Union Affiliation
GENERAL STATEMENT OF DUTIES:
Reporting directly to the Director of Finance or designate in the day to day functions, the Procurement & Asset Management Coordinator performs a variety of purchasing duties using established procedures, rules and practices. Duties include, but are not limited to: keeping accurate purchasing records; preparation, calculation and completion of municipal purchase orders; posting and tracking of municipal tender documents; performing arithmetic computations; preparing reorder summary statements, and checking inventory for completeness and accuracy. Work is performed according to established procedures and policies. The incumbent will ensure good value in the expenditure of public money through actively seeking competitive pricing for goods purchased.
The incumbent shall be responsible to the Director of Finance or Designate.
MAJOR DUTIES AND RESPONSIBILITIES:
- Responsible for the overall operation of the Supply Chain Management function for the City. Assists in the procurement and acquisition of goods and services.
- Assists in establishing, implementing and keeping current Purchasing Policies and Procedures to improve the Purchasing Function in a fair, legal and equitable manner.
- Provides advice and expertise to City staff in development of tender and proposal call processes for all City requirements including the development of template documents (RFP, Tender, etc) for all City Staff to use.
- Assists in resolving contract issues relative to service and supply agreements.
- Prepares and issues bid documents; runs a sound bid process; evaluates responses; drafts contracts.
- Responsible for implementing and maintaining a computerized Purchase Order and Inventory Control System, including assisting indeveloping a reporting system to improve purchasing effectiveness and assist the various Departments with improved information, such as usage reports, product costs, monthly cost of inventory, vendor performance and ABC analysis.
- Responsible for WHIMIS and MSDS information for all items purchased by the City.
- Keep up to date on such issues as deregulation of the transportation industry, NAFTA, the Competitions Act and other government regulations that affect purchasing.
- Assists with the implementation of a formal Vendor Certificate Program to screen potential bidders so that only approved vendors are permitted to bid on City projects.
- Prepare reports as requested by the Director of Finance or designate on matters relating to the purchasing function.
- Group, correlate and verify, as far as possible, the requirements of the various Departments of the City and through standardization, where practicable, reduce the varieties of goods to the smallest number consistent with the needs of the Departments of the City.
- Perform complex and specialized work related to the preparation, calculation and maintenance of the Municipal Purchasing System.
- Maintain a filing system that integrates with the purchasing function and meets the needs of the Departments for distribution of information in a timely manner.
- Responsible for the issuing of tender calls, other than those relating to construction contracts and property sales.
- Responsible for the disposal of obsolete equipment and parts with the cooperation of the Department Heads.
- Ensure accuracy and completeness of all accounting processes in relation to the purchasing function.
- Greet suppliers arriving at the warehouse in Public Works, determine nature and purpose of their visit, and make arrangements.
- Demonstrate continuous effort to improve operations, streamline work processes, and work cooperatively towards an efficient and effective work environment.
- Assist with establishing and maintaining Asset Management function.
- Manage inventory in the City’s warehouses and stores located at the Works Yard and the Airport.
- Assists with supply chain improvements to reduce operating costs.
- Resolves issues relative to service and supply agreements.
- Assist with departmental telephone and front counter inquiries and other finance department activities as required.
- Performs other related duties as required.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
- Maintains up to date knowledge on latest supply management and contracting issues.
- principles and practices of electronic bookkeeping;
- modern office practices, procedures and equipment, accurate keyboarding skills and extensive knowledge of computers;
- municipal finance related Acts and Regulations;
- development and use of complex spreadsheets;
- departmental goals, objectives, policies, and procedures; and
- policies and procedures of the work of the Municipality
- handle sensitive and delicate public relations situations with a high degree of professionalism and compassion;
- assist in the preparation of annual financial statements
- review, develop, test and maintain accounting systems;
- analyze and reconcile various accounts;
- prepare and review accounting entries;
- create accurate spreadsheets;
- Willingness to learn new technology or software;
- communicate orally in the English language with customers, clients, and the public;
- keep privileged information confidential;
- make decisions and exercise resourcefulness in meeting new problems;
- perform day-to-day administrative tasks such as maintaining information files and processing paperwork, providing information to supervisors, co-workers and outside organizations or citizens;
- review documents for completeness and accuracy;
- work under pressure handling problems, tasks, and changing priorities which come up simultaneously and/or unexpectedly;
- understand and follow oral and written instructions;
- develop specific goals and plans to prioritize, organize, and accomplish work;
- work independently, exercising sound judgment and common sense; and
- work effectively and maintain harmonious relationships with co-workers, management and elected officials
Interested candidates are invited to submit a detailed resume and cover letter outlining qualifications, experience, copies of applicable certifications, and letters of reference no later than 4:00 pm, July 27, 2018 to the attention of Ashley Williston, Director of Human Resources, City of Williams Lake, 450 Mart Street, Williams Lake, BC, V2G 1N3 - Fax (250) 392-8484, or email firstname.lastname@example.org