Purchasing Coordinator

Independence, United States

Job Title: Purchasing Coordinator

Branch or Department: Finance

Reports to: Procurement and Contract Manager

Supervises: N/A

Salary/Wage: $22.30 per hour

Benefits Classification: Full time

Job Grade: 6

Work Location: Administrative Headquarters

Work Schedule: Mon - Friday, 7:00am - 4:00pm, or 8:00am - 5:00pm

Hours per Week/Year: 40/2080

Revision Date: September 2025

Open until Filled

At Mid-Continent Public Library, we:

Imagine. We inspire innovation through curiosity and exploration.

Try new things. We empower what works and learn from the rest.

Lead the way. We connect people to information, ideas, and inspiration.

Welcome all. We embrace new perspectives and listen with humility.

Everything we do, we do together.

Position Overview

The Purchasing Coordinator is responsible for managing orders for supplies, inventory, furniture, equipment, and maintenance contracts to support the needs of the library. This position models excellent customer service to all staff and customers by providing supplies to branches and departments in response to requests, and communicating with suppliers and sales representatives under the supervision of the Finance Director.

Essential Functions

Follows the Library's Sustainable Purchasing and Green Cleaning Policies
Creates purchase orders
Reconciles invoices with purchase orders and receiving reports
Reviews and updates the price and products information
Reconciles supply expenditures with related expenditure budget for all Branches and departments
Organizes the supply room
Orders, receives, fulfills, and stores supplies in the supply room, dock, and warehouse
Prepares orders for delivery to branches and handles any return or exchanges
Maintains and updates order records, and review invoices and credit memos for accuracy. Prepares any purchasing and/or vendor reports if necessary.

Non-essential Functions

Present at meetings and participates on committees as needed

Education and Experience

High School Diploma/HiSet/GED Completion Required,
Bachelor’s Degree Preferred
Experience with inventory control or supply services Preferred
Customer service experience Required
Experience with Office 365 Word, Excel, and Outlook Required
Public library or other nonprofit experience Preferred

Knowledge, Skills, and Abilities

All successful team members at MCPL should demonstrate:

Ability to use effective verbal, written, and discreet communication with management, co-workers, and the public.
Ability to work effectively in a team environment.
Knowledge of department processes and procedures and critical thinking skills to make decisions pertaining to the position.
Proficiency in providing friendly and solution-oriented customer service attitude and delivery with internal and external customers.
Fundamental understanding of their own contribution to a welcoming and respectful workplace and library for all.
Strong ability to follow instructions and work as part of a team.
Reliable, punctual, and flexible with scheduling.
Good communication skills and the ability to stay calm under pressure.
Ability to work in a fast-paced environment and adapt to changing needs.

Additionally, this position requires:

Job Knowledge
- Intermediate organizational and time management ability
- Intermediate ability to handle multiple tasks simultaneously, maintains focus, and adapts to a variety of challenges
Technology including specific applications, and hardware,
- Intermediate knowledge of Teams, Microsoft Office 365 applications, including Word, Outlook, Excel, and MS Teams
- Demonstrates proven digital literacy to use email, Outlook, email, other technological systems, and ordering supplies on a computer
Communication (reading, writing, speaking)
- Basic knowledge of Supply Chain terminology (procurement, outsourcing, distribution, backorder, stock)
- Ability to communicate via email, answer phone calls, and communicate with customers virtually or in person
Teamwork
- Basic knowledge of working on a team and individually
- Ability to collaborate effectively with other employees, vendors, and the public
Decision Making
- Basic knowledge of making decisions and solving problems
- Demonstrates mature judgement and sound decision-making skills
- The ability to weigh out the pros and cons of different options
Customer Service
- Advanced proficiency in customer service skills with both internal and external customers
- Uses best practices, MCPL policy, and good stewardship principles to plan and allocate library resources
Diversity, Equity, and Inclusion
- Fundamental understanding of system-wide DE&I initiatives within our organization
- Demonstrating a fundamental understanding of the impact of DE&I on all aspects of the position
- An advanced understanding of system-wide DEI initiatives in the organization, the impact of policies and procedures on DEI, and how DEI principles impact the workplace and library services.

All successful team members at MCPL should demonstrate:

Ability to use effective verbal, written, and discreet communication with management, co-workers, and the public.
Ability to work effectively in a team environment.
Knowledge of department processes and procedures and critical thinking skills to make decisions pertaining to the position.
Proficiency in providing friendly and solution-oriented customer service attitude and delivery with internal and external customers.
Fundamental understanding of how DEI principles impact the workplace and library services.

Age Requirement:

Must be at least 18 years of age

MVR Requirement

Possession of a valid driver’s license for use in performing the duties of this position including transportation of materials and equipment (mileage reimbursed)
Possesses the ability to drive MCPL vehicle according to company policy

Work Environment

(Indoor) Works primarily indoors with prolonged periods of sitting at a desk, working on a computer, and must have a reasonable tolerance for dust, mold, scents, allergens, and communicable diseases which enables the employee to handle library materials, work in older buildings and interact with coworkers and the public.
Use of special equipment, safety equipment and personal protective equipment (PPE), high noise level, shared office space

Essential physical abilities to be accomplished with or without reasonable accommodation are:

Daily (greater than 50% of the time)

Standing (up to 1 hour at a time)
Walking (even ground)
Lifting up to 25 pounds
Sitting
Pushing/Pulling 1-10 pounds
Bending/Stooping
Kneeling
Reaching above shoulder
Climbing stepstools
Receiving Communication and Instructions (vision, reading, hearing)
Conveying Communication and Instructions (Speaking, writing)
Using computer data entry tools - keyboard, mouse, touchscreen, scanner

Frequently (up to 50% of the time)

Standing (more than 1 hour at a time)
Lifting 26-40 pounds
Lifting 40+ pounds
Pushing/Pulling 11-40 pounds
Pushing/Pulling 40+ pounds

Occasionally (approximately 1-2 times per month)

Walking (variable surfaces)

Rarely (1-5 times per year)

Climbing ladders

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as required to meet the ongoing needs of the organization.

All applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, protected veteran status, or other protected class in accordance with applicable federal, state, and local laws. Any applicant requiring an accommodation should contact the Mid-Continent Public Library Human Resources Department at 816.836.5200.

Applicants will be considered for employment opportunities on the merits of their skills and experience related to the position sought. Employment offers are conditional upon submitting a criminal records check, identity verification, and national sex offender registry check. Applicants will not be denied employment solely or in part because of a prior conviction, unless MCPL determines the conviction is job-related. If a background check yields information that is of concern to MCPL, the applicant will be given an opportunity to review the background check findings and present information regarding inaccuracy, mitigating circumstances, and rehabilitation.

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