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Purchasing Coordinator I

2 months ago

Las Cruces, New Mexico, United States Elephant Butte Irrigation District Full time
Job Overview

POSITION SUMMARY:

The Purchasing Buyer I plays a crucial role in supporting the District by facilitating the acquisition of goods and services across various departments, in compliance with the New Mexico State Procurement Code Regulations. This position encompasses a range of general and specialized tasks associated with procurement and customer service, collaborating with both District departments and vendors.

The following duties and responsibilities are representative of the work performed in this role and are not exhaustive.

KEY RESPONSIBILITIES:

  1. Deliver professional customer service through effective verbal and written communication with District management, staff, and vendors.
  2. Establish and maintain an organized system for tracking outstanding and completed requisitions, purchase orders, and returns, both manually and within the software system.
  3. Direct complex inquiries requiring policy interpretation or technical knowledge to Management for appropriate resolution.
  4. Commit to learning and following procurement procedures as dictated by the New Mexico State Procurement Code.
  5. Process District purchase orders, manage vendor shipments, coordinate delivery orders to District departments, and ensure accurate documentation supports these processes.
  6. Solicit competitive quotes from authorized vendors when necessary.
  7. Authorize purchases within designated levels of authority.
  8. Address inquiries related to inventory and purchasing matters within the scope of authority.
  9. Assist in the receipt of goods through the Purchasing department, addressing and communicating any shipping discrepancies or product/service defects.
  10. Maintain cleanliness and organization within the warehouse as required.
  11. Perform accurate mathematical calculations and data entry tasks.
  12. Support periodic physical inventory counts and reconciliations for the District.
  13. Organize and uphold inventory stock in optimal condition.
  14. Transport orders from vendors as needed using a District vehicle.
  15. Confirm the return of cores as required.
  16. Adhere to all departmental and District policies and procedures.
  17. Maintain regular attendance during scheduled shifts.
  18. Collaborate effectively as part of a team to achieve objectives and goals.
  19. Carry out additional duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Proficiency in general office practices and procedures is essential; customer service experience, phone handling, and material management are advantageous; familiarity with purchasing components related to fleet, heavy equipment, and agricultural machinery is beneficial; strong command of business English, including spelling, grammar, and punctuation; basic math skills are necessary; adeptness with general office equipment and computer systems, with the ability to quickly learn relevant software applications; understanding of general accounting principles is a plus.

Must possess the ability to communicate effectively, exercise independent judgment, and address purchasing issues with District departments and vendors; capability to handle interactions with tact and courtesy while responding to inquiries within the bounds of authority and confidentiality; ability to research, document, process, and analyze various procurement transactions; adeptness in assessing and prioritizing multiple tasks, projects, demands, and deadlines in a dynamic environment; ability to read and interpret regulations; maintain accurate records; demonstrate meticulous attention to detail; comprehend and follow complex instructions; utilize initiative and independent judgment while recognizing when to escalate matters to Management; and foster effective and cooperative working relationships with colleagues.

PHYSICAL REQUIREMENTS:

While executing the responsibilities of this position, the employee must be capable of navigating the work environment; frequently lifting or repositioning materials or objects weighing up to 50 pounds; effectively communicating both verbally and in writing; operating various office and warehouse equipment; specific vision capabilities required include the ability to read for extended periods, close vision, and the capacity to adjust focus. Essential duties are performed in both indoor and outdoor settings. Indoor tasks may occur in controlled temperature environments with even surfaces, while outdoor tasks may involve variable weather conditions and uneven surfaces.

This organization retains the right to modify job duties and responsibilities as necessary. This job description does not constitute a written or implied employment contract.

MINIMUM QUALIFICATIONS:

A High School diploma or equivalent is required, along with knowledge and experience in New Mexico State Procurement Code Regulations and public sector purchasing preferred; two (2) years of experience in purchasing and materials management is preferred; proficiency in data entry and MS Office software is mandatory. An Associate's degree or higher in a related field is preferred. Bilingual proficiency (English/Spanish) is preferred to assist when necessary.

Education/Experience Substitution: A combination of education, experience, and training may be considered.

Licenses/Certifications: A valid driver's license is required; forklift certification must be obtained within three months of hire and maintained throughout employment.

Other: Candidates must pass a post-offer, pre-employment drug screening, medical examination, and motor vehicle report in accordance with District insurance policies.