NAZA Procurement Coordinator

Position Description

This NAZA Procurement Coordinator position supports the Nashville After Zone Alliance (NAZA) housed at Nashville Public Library by coordinating all procurement and contracts related activities under NAZA. This is a full-time Metro Civil Service position and reports to NAZA Operations Manager. This position supports the process of releasing call for proposals for NAZA/Metro funding for community organizations; the process of proposal review and selection; the process of contract execution, implementation, and compliance, including invoicing and processing payments. This position also manages all contracts/procurement under NAZA/NPLF or other non-Metro funding sources.

A city with a great library is a great city, and that’s very true for Nashville. With nearly three million visits per year — and a collection of almost two million items — Nashville Public Library (NPL) is Music City’s gateway to lifelong learning, growth, and community connection. Our one-of-a-kind Civil Rights Room and Votes for Women Room bring visitors together to explore the history of civil rights and plot a course for our shared future. Our lauded Wishing Chair Productions puppet shows, and story times delight audiences of all ages with stories that make them laugh, love, and grow. Meanwhile, initiatives like Studio NPL, NAZA, Bringing Books to Life, Seed Exchange, Be Well at NPL, and Digital Inclusion connect Nashvillians with resources from across our 21-location system to learn new skills, enrich their quality of life, and forge long-lasting friendships. If you have a passion for helping people, love books and learning, and desire to be part of a team that does transformative work every day, then NPL just might be the place for you.

Typical Duties

• Call for proposals (CFP) from local youth servicing agencies:
  • Reviews all required documentation annually to ensure all NAZA/Metro updates are included in the CFP documentation before the release.
  • Supports pre-submittal meetings and Q&A sessions for applicants.
  • Updates and checks online application and grants management system.
  • Coordinates the application review process.
  • Manages contract compilation, coordinates the contracts review process with Metro legal, prepares paperwork for Metro Council for final approval of contracts.
  • Coordinates and communicates with potential awardees throughout the entire contracting process before the contracts are finally executed.
  • Manages budget amendment requests throughout the year.
  • Organizes digital files and folders.

• Payments and grantee reports:
  • Reviews all invoices to grantee accuracy, reviews back up documents for financial reports.
  • Processes invoices in accordance with the timeline and requirements set in the contracts.
  • Reports any non-compliance to the supervisor and supports the implementation of corrective action when necessary.
• Coordinates the release and all follow up actions related to supplemental CFPs if any new funding becomes available.
• Works with the Library and NPLF procurement offices to fulfil NAZA requests for procurement of goods and services outside of core afterschool services.
  • Supports collecting quotes and processing relevant documentation.
  • Supports vendor registration in the Metro system.
• Manages all other NAZA contracts and procurement under NPLF or other grant funding sources:
  • Supports different team members’ requests in processing quotes collection or release of call for proposals for different areas of NAZA’s work.
  • Creates and maintains a system of tracking for all quotes, CFPs and purchases.
  • Processes all invoices related to NAZA procurement (both Metro and non-Metro funds).
  • Keeps track of spending.
  • Orders and organizes supplies, snacks and other goods for NAZA.

Minimum Qualifications

Preferred Experience, Knowledge, Skills, and Abilities

• Understanding financial reports, invoices and budgets

• Knowledge of business operations

• Experience managing multiple contractors and vendors
• Bilingual language skills
• Strong customer service skills

• Experience coordinating work with Metro government

Full-time, Civil Service positions -
10 Vacation Days per year (increasing after 5 years of service)
1 Sick Day per month
12 Paid Holidays per year

Public Safety - Sworn and Civilian positions -
20 vacation days per year
3 Personal days per year
1 Sick Day per month
12 paid holidays per year

Part-time, Non Civil Service positions - Visit HR and Benefits webpages for more information.

Full-time, Non Civil Service positions - contact hiring department for benefits information

Seasonal/Temporary positions - no benefits offered.