Central Services Procurement Coordinator

$65,042 - $83,013 yearly
  • City of Bend
  • 710 Northwest Wall Street, Bend, OR, USA
  • Feb 12, 2024
Full time Purchasing

Job Description

The City of Bend is currently accepting applications for one (1) regular, full-time Central Services Procurement Coordinator in the City Manager's Office. This opportunity is represented by the City of Bend Employee Association (COBEA), and is FLSA non-exempt (overtime eligible).   

To be considered for this position, applicants must have a complete application that includes all of the following items:

  • The online application via NeoGov (access also available on City of Bend website under Human Resources/Job Openings)
  • Attached formal Cover Letter (required)
  • Attached formal Resume (required)
  • Attached valid Credentials, Certifications and Licensing (if applicable)

Applicants must provide certification that they are a veteran or disabled veteran to receive veteran's preference. For more information click here.
Applications received by Monday, February 26, 2024 (02/26/2024) at 12:00 pm (noon) PST will receive preference for initial review, but position shall be Open Until Filled.      

Position Summary
Reporting to the Central Services Manager in the City Manager’s Office, the Central Services Procurement Coordinator provides difficult to complex administrative support to multiple Central Services departments focused on execution of purchasing and procurement tasks in compliance with City policies and procedures, and related laws and regulations, and other administrative support as needed.

Functions, Duties and Responsibilities

Essential Functions Include:
The information provided below encompasses the essential functions and capabilities linked with this position.
Duties and Responsibilities
The individual in this position is expected to engage in the following work-related activities.

  • Coordinates procurement activities for various departments across Central Services, including tracking and recording contracts and conducting informal procurements.
  • Maintains regular contact with others outside of own workgroup such as visitors, vendors and/or other employees. Primary purpose of contact is to explain, clarify, or interpret detailed and somewhat complex or sensitive information; contacts are non-routine and require discretion and thoughtful communication efforts.
  • Tracks and monitors expenditures and budget status for an organizational level. Has no decision making or spending authority; may monitor, track and report on related expenditures.
  • Prepares routine and moderately complex purchasing and procurement documents for informal purchasing (under $100k, quotes, direct appointment), including RFPs/RFQs, contracts, purchase orders and requisitions.
  • Assists in preparing difficult and complex purchasing and procurement documents.
  • Coordinates with Procurement Department to ensure all purchasing and procurement activities are compliant with City policies and procedures and related legal requirements, and procurements over $10k are reviewed.
  • Coordinates with subject matter experts to ensure specifications within purchasing and procurement documents are accurate.
  • Serves as Central Services’ internal expert regarding purchasing and procurement activities, and liaison to the City Procurement Department.
  • Performs office support duties as needed, such as reception duties, document preparation assistance, scanning, collating and binding documents; making photocopies; sending and receiving of mail and packages; and paper and electronic filing.
  • May monitor inventory of office and other supplies, purchases routine supplies as necessary, and provide other administrative support.
  • Complies with safety requirements of the position and actively promotes safe work practices.
  • In an emergency event or an officially declared State of Emergency, responds as directed to ensure the restoration of essential public services, facilities, and infrastructure.
  • Performs related duties as necessary to achieve the objectives of the position. 

Knowledge, Skills and Qualifications

Skill Profile
The individual in this position is expected to possess and exhibit the following knowledge, skills, and abilities.

  • Maintain working knowledge of State of Oregon purchasing and procurement regulations and procedures, as well as familiarization of Bend City Code and internal policies and procedures.
  • Maintain working knowledge of budgetary proficiency required to advise on revenues, expenses, and budgetary status and processes.
  • Communication, interpersonal skills as applied to interaction with coworkers, supervisors, the general public and other stakeholders sufficient to exchange or convey information to provide and receive work direction.
  • Prepare, read, analyze and interpret policy documents as well as complex financial reports and statements supported by statistical data and other documentation.
  • Manage a high volume of tasks at one time, including organizing and prioritizing own work.
  • Work independently with minimum direction while also working as part of a team and collaborating with others.
  • Demonstrate a high attention to detail.
  • Maintain advanced knowledge of Microsoft Office software including Word, Outlook, Excel and PowerPoint and other interactive computer programs as well as cooperating common office equipment.

Ability Requirements
The following capabilities are required to perform the essential functions of this position.

  • Effectively communicate with others verbally and in writing, including by phone, e-mail, or in person.
  • Understand, remember, communicate and apply complex oral and/or written instructions and factual information.
  • Remain in a stationary position (sitting or standing) for extended periods of time, occasionally stand, walk, stoop or kneel for extended periods of time.
  • Exert up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, to lift, carry, push, pull or otherwise move objects.
  • Maintain sustained concentration on computer screens and use keyboards and a variety of peripherals.
  • Work is generally performed in an office setting and may require travel to off site locations.

Education, Experience, Certifications and/or Licenses
The following are the qualifications for this position.      
Minimum Qualifications

  • Associate's degree from two-year college or technical school or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities as outlined in this job description.
  • At least 2 to 3 years' experience in a similar position and/or performing similar tasks.
  • Current and valid Driver's license per City policies outlined in the Employee Handbook.

 Preferred Qualifications

  • Oregon Procurement Basic Certification (OPBC)
  • Experience with the Tyler Munis program (procurement modules)
  • Completion of the following State of Oregon procurement courses within one year of hire
    • Fundamentals of Procurement
    • Principles of Public Procurement
    • Small Procurements
    • Writing a Statement of Work