Purchasing and Safety Coordinator
GENERAL SUMMARY: Under general supervision, performs administrative and professional work involved in coordinating purchasing and safety functions within city departments; performs related work as required.
DISTINGUISHING FEATURES OF THE CLASS: This position is responsible for technical purchasing activities, including the preparation of specifications, in accordance with City ordinances, policies and effective practices. The employee is charged with responsibility for executing the City’s purchasing activities to enhance performance of city operations. This position is also responsible for the coordination and development of safety activities and policies to reduce the risk of exposures within the workplace. The employee is responsible for carrying out safety checks, collaborate on safety trainings, conduct inspections within the workplace to identify situations that are unsafe and/or hazardous in nature and take action or recommend corrective measures to be taken. The work requires the exercise of independent judgment and is performed with relative independence. Work is reviewed by the Purchasing and Risk Manager through reports, conferences and results achieved.
JOB DUTIES:
- Collects, analyzes, interprets and evaluates data;
- Applies standards of quality for materials, equipment and supplies;
- Prepares and evaluates formal bids and declaration of technical data;
- Assists departments in preparing and evaluating bids;
- Coordinates the purchasing of supplies, materials and equipment utilized by several departments and divisions;
- Recommends contract awards;
- Prepares supporting evidence in case of challenges;
- Confers with vendors and technical experts concerning their products;
- Assists departments in the preparation of technical specifications;
- Prepares invitations for bids and quotations;
- Assists departments with sale of equipment.
- Reviews internal controls utilized by departments in their respective purchases;
- Internal audit of department purchases to justify competitive bidding procedures followed;
- Serves on committees to evaluate purchases of goods and services.
- Advises on provisions to minimize safety risks;
- Maintain, develop, and enforce OSHA regulations and safety compliance;
- Direct accident investigation procedures;
- Keep records of safety-related incidents and propose corrective actions;
- Organize and conduct OSH and safety training plans;
- Collaborate with managers to monitor compliance and identify safety issues;
- Intervene in unsafe activities or operations; assist in maintaining the goal of a safe workplace.
KNOWLEDGE, SKILLS AND ABILITIES:
- Government Purchasing: Knowledge of purchasing principles, methods and procedures; knowledge of laws, rules and regulations affecting governmental purchasing;
- General Procurement/Purchasing: Knowledge of a wide variety of commodities and their sources of supply, marketing practices and pricing methods;
- Analytical Skills: Ability to analyze and evaluate quotations and bids;
- Communication Skills: Organize and present oral and written reports;
- Relationship Building: Ability to establish and maintain effective working relationships with other departments and employees, vendors and the general public;
- Data Analytics and Computer Skills: Ability to utilize and generate spreadsheets to analyze bids and prepare cost reports and recommendations; ability to utilize word processing software to prepare and revise specifications and letters to suppliers and bidders; ability to access the finance accounting system to perform a pre-audit function to determine if funds are available; assist department personnel in the purchasing process including the preparation and evaluation of specifications and bids;
- Risk Management: Ability to advise departments on provisions to minimize safety risks;
- Safety Laws and Guidelines: In-depth knowledge of OSHA guidelines and procedures;
- Safety Program Administration: Ability to maintain, develop and enforce safety policies and best practices; direct accident and incident investigations;
- Aligned with City of Dubuque Values: Demonstrated ability to follow a management style that is input-oriented and values problem solving and the development of partnerships; demonstrated ability to work effectively as a member of a team; a desire to be part of an organization that values service, people, integrity, responsibility, innovation and team work.
MINIMUM QUALIFICATIONS:
- Experience in diversified or governmental purchasing at the technical and professional level;
- Proven experience as a safety coordinator or similar role;
- Graduation from an accredited college or university with major coursework in Accounting, Business Administration, Business Management, Economics, Finance, Law, Marketing, Procurement or related field;
- Or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
PREFERRED QUALIFICATIONS:
- Possession of a Certified Purchasing Professional certification (CPP) and/or certified safety professional(CSP).
FLSA STATUS: Exempt
RESIDENCY REQUIREMENT: Employee shall establish their principal place of residence within thirty (30) miles of the corporate limits of the city of Dubuque as soon as practicable after appointment, but within two years of appointment.
The City of Dubuque provides equal employment opportunities to all employees and applicants for employment without regard to race, color, ancestry, national origin, gender, sex, pregnancy, sexual orientation, marital status, religion, age, disability, gender identity, or results of genetic testing or military service.