Description
GROUP 10 - SENIOR PURCHASING COORDINATOR (CLERK)
Provides administrative support in the Purchasing Department, managing and ensuring the flow of administrative operations, and helping the department achieve its goals, objectives and priorities. May carry out and coordinate special assignments and tasks as directed and provide guidance on administrative functions, office procedures and corporate policies.
Major Duties
Preparation of Bid Documents, Consumables and Equipment Catalogue
Consolidation and preparation of all bid documents including proof reading, formatting, distribution and vendor communications, ensuring adherence to legally required timeframes.
Coordinate development and distribution of the annual Consumable and Equipment Catalogues for all schools, including proof reading and ensuring accurate design changes.
Distribution and Expediting of Purchase Orders and Contracts
Sort and distribute Purchase Order documents daily, in a timely manner, ensuring adherence to Purchasing policies and procedures
Coordinate communications with successful construction bidders
Provide Clerical Support for the Purchasing Department
Obtain pricing and place orders for items for Purchasing as assigned and troubleshoot invoice discrepancies.
Compose correspondence as requested, maintain departmental filing systems
Open, sort and distribute all departmental mail and bid documents.
Provide front-counter reception for Purchasing, responding to inquiries, receiving incoming documentation (paper and electronic), etc.
Book meeting rooms and coordinate audio visual requirements for the department.
Make presentations to internal staff as required.
Electronic Tendering System Administration & Procurement Records Management
Create and input bid document notifications in electronic tendering system, including data entry, ensuring bid files meet BPS directive compliance and updating contract award letters
Conduct and track bid process compliance checklist reviews.
Coordinate file maintenance & archive process for the department.
Download and record bid opening results and check bidders’ qualifications against tender requirements
Record, review and update bid deposits and bonds contents, including coordinating return of bid deposits.
Non-Competitive Procurement Document Management
Assign and track all documents for audit purposes, ensuring appropriate authorization signature(s) are obtained.
Facilitate Customs Clearance of Imported Goods
Primary contact for all customs vendor and related departmental inquiries. Gather appropriate information regarding imported good POs to ensure Customs clearance.
Qualifications
Education
Minimum 2-year College Diploma in Operations or Purchasing, or a relevant College Diploma (Office Administration, Business Administration, etc.).
Experience - Minimum of over one year of experience in office administration including:
Solid experience with Word processing, spreadsheet and presentation software, in addition to experience working with AS400 business process management software.
Positive, “customer service” focused approach in responding to inquiries and requests in a timely manner, with proven commitment to DDSB core values.
Previous bids and tenders experience would be an asset.
Ability to prioritize and organize own work to ensure timelines are met.
Demonstrated careful attention to accuracy and detail for long periods of time.
Strong judgement and initiative in prioritizing and organizing own work to ensure deadlines are met.
Excellent interpersonal, communication skills (written and verbal) and presentation skills with the ability to clearly convey Purchasing policies to secure understanding.
Strong administrative skills in maintaining up to date and accurate filing systems, composing correspondence, taking accurate meeting minutes.
Experience with Public Sector, Purchasing and knowledge of Canadian Supply Chain Regulations is an asset.
This is a 35 hour per week, 12 month permanent position.
The DDSB is committed to equity and inclusion in the recruitment and hiring of qualified staff who reflect the diversity of our region. We encourage submissions from candidates who represent the various dimensions of diversity. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.
While we appreciate all applications received, only those to be interviewed will be contacted.
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