Central Services Procurement Coordinator

About the Role

The City of Bend is accepting applications for one (1) regular, full-time Central Services Procurement Coordinator in the City Manager's Office. This is an hourly, non-exempt (overtime eligible) position represented by the City of Bend Employee Association (COBEA). The City may use this job posting to create an eligibility list for future hiring purposes. Please review the entire job posting, including the application requirements at the end.

The Central Services Procurement Coordinator is a vital support role for Central Services departments, providing quick and efficient assistance related to purchasing, receiving, invoicing, and budget tracking. The bulk of the workload consists of IT Department technology purchases, of which impacts every department and employee of the City. IT purchasing is a unique window into all software, systems, hardware, and software as a service (SAAS) used by City departments and their various projects and programs supporting the City’s services to the public. In addition to IT purchases, this position is a main contact for a variety of other purchasing needs for a number of other small administrative departments.

This position also serves as a vital team member of the City Manager’s Office front office support staff. The responsibilities span from answering the main City Hall phone line and providing customer service to our residents, to assisting with sorting mail, keeping office supplies stocked, and being an internal resource for staff within the City Manager’s Office.

With the above responsibilities making up the bulk of this position’s workload, you can be certain to always be busy and that every day is different! This is a fast-paced office environment that requires this role to be nimble, with an ability to easily pivot between tasks and handle interruptions regularly throughout the day, while maintaining a professional, positive attitude as a representative of the City Manager’s Office and the City of Bend.

What You'll Do

The following duties are a sample of major duties performed in this role and not intended to be an exhaustive list.

• This is an in-person position with front office responsibilities, including answering the main City Hall phone line, sorting City mail to be delivered internally to various departments, and maintaining supplies to keep the supply, printing, and mail room fully stocked and operational.
• Coordinates purchasing and public procurement activities for various departments across the City’s administration, with a majority of the workload connected to IT-related purchases, including software, hardware, and other technology. This requires working closely with the IT Department Director and the Senior Procurement Analyst assigned to IT. Responsibilities include creating requisitions and purchase orders in the ERP system, Tyler Munis, based on department needs, and then completing the receiving and close-out process.
• Assists the Procurement & Public Contracts department with entering contracts and contract amendments into the ERP system, Tyler Munis. Assists with tracking contracts for upcoming expirations to anticipate future amendments or procurement needs.
• Assisting the Accounts Payable department with processing invoices by coordinating budget allocations and proper coding for accurate and timely payments.
• Reviews and audits employee expense reimbursement claims in alignment with City policies.

Ideal Candidate

We are looking for someone who learns new systems quickly, is able to navigate frequent interruptions, thrives in a fast-paced environment, and is excited about being a point of contact by City residents. Highly qualified candidates will have working knowledge of basic purchasing and budget tracking processes and bring skills in providing excellent customer service. The candidate must also be a team player, bring a strong set of verbal and written communication skills, and the ability to develop relationships and work with a variety of personalities and communication styles. This position interacts with so many people on a daily basis, it is imperative verbal and written communication is clear, concise, approachable and respectful.

Candidates who meet the listed minimum qualifications, including an equivalent combination of education and experience will be considered for an interview. Please ensure your application includes information about your education, relevant paid and unpaid work experience, and applicable licenses and certifications. Avoid referencing your resume in the job duties section of the application.

Minimum Qualifications:

• Education: Associate's degree from two-year college or technical school; AND
• Experience: At least 2 years of progressively responsible administrative support and purchasing experience; OR
• An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

• Current and valid Driver's license.

• Public procurement experience
• Experience with Tyler Munis
• Completed Oregon State Procurement courses
• Oregon Procurement Basic Certification

What to Know Before Applying

Application Deadline: Applications must be received by Wednesday, September 17, at 12:00 PM (noon) Pacific Time to be considered for this selection process.

Application Requirements: To be considered for an interview, applicants must complete an online application including the following attachments (failure to include required attachments may result in disqualification):

• Cover Letter detailing experience in relation to the role as advertised
• Resume outlining professional experience

Diversity & Equal Opportunity Employer Statement

The City of Bend is committed to fostering, cultivating and preserving a culture of diversity and inclusion. At the City of Bend, we don't just accept differences; we value them. We are proud to be an Equal Opportunity Employer and support the Americans with Disabilities Amendments Act (ADAAA) and the Oregon Equal Pay Act.