Procurement Coordinator

Job Description:

Procurement Coordinator

Description

Title: Procurement Coordinator

Pay Grade: Grade 17

Starting Pay: $82,164.94

Departmental Mission Statement: As the financial center for the Trial Court, the Fiscal Affairs Department prepares and receives budget requests, oversees and processes all financial transactions from funds appropriated by the legislature and available through grants, trusts, and capital allocations for 119 court divisions, the Administrative Office of the Trial Court, the Administrative Offices of the seven Trial Court departments, the Sentencing Commission, the Office of the Commissioner of Probation, and the Office of the Jury Commissioner.

Notes:

• Ability to travel to court locations and vendor sites throughout the Commonwealth upon immediate notice.

• This position is designated as a union position and is covered by the Collective Bargaining Agreement with O.P.E.I.U., Local 6.

Position Summary:Coordinates and supervises the purchase of equipment, furniture, and supplies for Trial Court Departments and offices. Utilizes strategic sourcing strategies to manage and draft RFPs and RFQs for the unique needs of various court departments while managing departmental contracts. Tracks procurement activities and manages procurement files. Collaborates with various internal stakeholders while ensuring best value relationships with our vendor partners to ensure contract compliance. Prepares, manages, and submits related financial paperwork for coordinated procurement activities. Provides customer service activities in assisting courts with procurement/purchasing policy and guidance. Performs Project Management tasks during court relocations or renovations.

Duties:

Procurement Coordinator Duties:

• Coordinates and supervises equipment furniture, and supply purchasing for various Trial Court Departments and offices throughout the state.
• Oversees central Procurement Projects
• Utilizes strategic sourcing methodology to prepare RFPs and RFQs for the unique needs of various Trial Court Departments;
• Utilizes contract management skills to track large contracts for compliance while preparing and managing the applicable financial paperwork (MMARS documents);
• Coordinates with the Legal Department in the drafting of contracts resulting from awarded RFPs;
• Provides guidance and support to courts and offices for Procurement Initiatives and Activities including inventory control;
• Develops a thorough knowledge of statewide contracts and policy;
• Assesses the usefulness, functionality and condition of existing furniture and fixtures, including systems furniture and recommend change as necessary;
• Works with all levels of TRC staffing and departments both within the courthouse and in the Administrative/Executive Offices;
• Manages projects with various vendors, including furniture, equipment and supply purchases, shelving and storage, movers, and couriers both in the office and on-site;
• Prepares, manages, and monitors a variety of financial documents and accounts in conjunction with other fiscal departments;
• Performs Project Management tasks during court relocations or renovations, collaborating with IT, Telecommunications and Court Capital Projects/Facilities;
• Maintains and manages vendor relationships, and relationships with other TRC departments and contacts at court locations; and
• Performs other duties as required.

Minimum Requirements: These are the minimum requirements necessary to apply for the position of Procurement Coordinator:

• Bachelor’s Degree from an accredited college or university, preferably with an emphasis in Business, or Supply Chain Management;
• Two (2) years of related work experience;
• Equivalent combinations of education and experience will be considered for meeting minimum qualifications.
• Ability to negotiate with vendors and to supervise their performance during projects;
• General knowledge of accounting principles;
• Knowledge of and ability to use personal computers and related software, including all Microsoft products, and spreadsheets;
• Strong analytical and research skills;
• Strong interpersonal skills and the ability to work professionally with persons at all levels, including judges, Administrative Office Directors, Court Administrators, vendors, architects, and representatives from state agencies, and to maintain effective working relationships individually or on a team;
• Ability to communicate clearly and effectively in oral and written form;
• Ability to coordinate multiple projects simultaneously;
• Ability to maintain accurate records;
• Ability to work independently; and
• Ability to travel to court locations and vendor sites throughout the Commonwealth upon immediate notice.

Closing Date/Time: 2025-05-21

Salary:

$82,164.94