Procurement Coordinator

The Administrative Services Department (ASD) ensures the effective management and financial integrity of the City's programs, activities and resources by developing, implementing and monitoring policies and systems in the areas of budget, financial administration, accounting, procurement, internal controls, utility billing, and information technology functions. The department has 35 employees reporting to the ASD Director.

Shoreline's Finance Operations team is looking for an experienced and detail-oriented Procurement and Purchasing Coordinator who will support the City's Procurement program. Reporting to the Finance Manager, Finance Operations, but with a broad ability to act independently, this position will work across the entire organization, as well as collaborate with staff from other departments within the City to perform a variety of contracting and procurement-related tasks. The City's procurement processes demonstrate a commitment to the principles of open competition and fairness. We work to ensure that all purchases are made in accordance with federal, state, and local purchasing laws and aim to get the best value for tax dollars while recognizing the time sensitive nature and complexities of certain city projects and emphasizing the City's values of integrity, teamwork, respect, equity, and learning. The City is also committed to organizational strength and enhancing our effectiveness through development of employee skills and knowledge.

This position will be involved in the continued growth and development of the City. Development activity continues to be strong with many major projects in the pipeline. Overall, the 2025-2026 City adopted budget for capital projects is $133 Million. The need for an updated organizational Procurement Manual will be one of the top priorities for this position. This position is expected to build strong working relationships with staff at all levels of the organization. It will play a key role in streamlining procurement-related processes, maintaining clear and open communication with stakeholders, and supporting continuity in day-to-day operations. Clear and concise communication and the ability to help others learn, both formally through policy and presentations and informally through day-to-day interactions, to understand and help others through the procurement processes is vital in this position.

DEFINITION

To ensure that all City purchasing meets all state, federal and local laws, ordinances, rules and regulations; to guide and train Shoreline employees in purchasing policies and procedures; to serve as the program administrator for the City’s procurement card program; to manage the Citywide Operating program that includes all cross-departmental supplies, equipment and materials; to administer the City’s various purchase programs and contracts; to administer bid processes, conduct bid comparisons, draft bid summaries, create purchase orders and process contracts.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned supervisory or management staff.

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

1. Serve as the City’s primary procurement contact.
2. Procure or supervise the procurement of goods and services using City purchasing policies, procedures and processes; prepare, review and implement routine purchase contracts; assist in the development and administration of purchasing procedures and processes.
3. Manage development of policy and procedures related to procurement, purchasing, and contracting.
4. Ensure procurement program compliance with all applicable laws and policies by developing, implementing, and maintaining policies and procedures; monitoring and reviewing procurements conducted by City employees; train City staff on procurement/contracting policies and procedures.
5. Develop, implement, and maintain a procurement manual with regards to purchasing and contracting that promotes compliance with statutory requirements and internal policies.
6. Research and apply contract law, state, federal and local procurement laws, regulations, and best practices.
7. Serves as program manager for Job Order Contracting (JOC), manage consulting services contract and general construction services.
8. Interpret legislative regulations related to purchasing and contracting.
9. Manage the City’s procurement card program, including account maintenance, security, training, auditing and ensuring the accountability of all charges; provide guidance and instruction to City staff.
10. Obtain formal and informal quotes; prepare, purchase orders and documents; evaluate results of proposals and bid processes;, processes and guidelines; maintain files and records, including computerized systems.
11. Compile information for Staff Reports; draft documents to support motions, contracts, and ordinances.
12. Review and edit requests for proposals, requests for qualifications and bids developed by City employees; provide technical assistance, training, boilerplate change approval, scheduling and advertisement development.
13. Support Finance Technician position (Accounts Payable) who provides purchasing support as assigned.
14. Assist in complex competitive bid processes; may administer and take on responsibility for certain phases of these bid processes; advertise for bids; analyze and summarize bid results; assist in formulating bid recommendations and awards, establishment of escrow accounts and disposition of bid bonds and security deposits; prepare bid reports, formal bid openings.
15. Coordinate with staff and suppliers/contractors to ensure proper documentation is provided or maintained (i.e. insurance, bonding, prevailing wages), current labor rates are used; serve as purchasing liaison with government agencies to ensure approved changes are implemented, current labor rates are used and company/contractor debarment status are up-to-date; complete project close out paperwork with State agencies.
16. Apply procurement requirements and procedures;; generate purchase orders; review invoices covering purchases to ensure agreement with purchase orders; work with staff to resolve billing problems; review and sign purchase orders for the City.
17. Attend and participate in professional group meetings; stay current with purchasing trends and best practices; recommend policy and procedure changes or updates to stay current with purchasing trends and law updates.
18. Develop purchasing-related documents including contract terms, conditions, specifications and contractual agreements.
19. Serve as the functional expert for the procurement of software; plan and implement enhancements and changes to the application.
20. Understanding of the time sensitive nature of certain procurements and the ability to support departments in unique or challenging situations

Marginal Function:

Perform related duties and responsibilities as required.

Knowledge of:

• Principles, practices and applications of purchasing.
• Public purchasing methods and procedures.
• Public works procurement processes.
• Specification and contract writing techniques.
• Methods and techniques of customer service.
• Methods and techniques of contract administration.
• Principles and procedures of record keeping and reporting.
• Applicable software applications and general computer knowledge.
• Principles of basic report preparation.
• Pertinent Federal, State and local codes, laws and regulations.

Ability to:

• Participate and work effectively in an organization committed to advancing principles and practices of equity and anti-racism.
• Apply applicable laws, regulations, policies and procedures to City's centralized purchasing and contracting function.
• Gather technical data; analyze bid comparisons, administer procurement requirements and contracting procedures.
• Ability to analyze and process purchasing requisitions and vouchers and make purchasing decisions accordingly
• Operate modern office equipment including computers and applicable computer-based systems.
• Prepare clear and concise reports.
• Ability to listen and ascertain the needs of customers; ability to find and communicate accurate information concerning processes, policies and procedures to customers; ability to respond to customers tactfully and courteously. Establish and maintain effective working relationships with those contacted in the course of work.
• Prioritize workload, multitask and manage multiple projects.
• Work independently with the ability to be self-directed

Skill in:

Problem solving and making recommendations regarding procurement issues, procedures, and processes in a concise, logical, and clearly understandable manner.

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Three years of increasingly responsible purchasing experience, including experience in public sector purchasing.

Training:

Equivalent to the completion of a two year college program in accounting, business or related field.

Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) is desirable.

The City's mission is to fulfill the community’s vision through highly valued public service. Our employees work relentlessly to achieve organizational goals while embracing the City’s values.City Mission, Values, and Goals

Environmental Conditions:

Office environment; exposure to computer screens; extensive contact with City staff and the community.

1. Establishment of employment authorization and identity at the time of hire. The City is not able to sponsor work visas.
2. Prior to the start of employment, this position requires:
   • A successful completion of reference checks, including at least one prior supervisor.
   • A successful completion of a criminal background check.

• Review of applications: May 21 -22
• Panel interviews: May 28 - June 5
• Background and/or reference checks: Week of June 8
• Targeted start date: 2nd week of July