Purchasing and Contracts Coordinator

Description and Essential Functions

Connected by Amazing Employees

The City of Murrieta is accepting applications for the position of Purchasing and Contracts Coordinator to fill one (1) current vacancy in our Finance Department. The eligibility list established may be used to fill upcoming vacancies within this classification for up to one (1) year.

DEFINITION

Under direction, performs a variety of procurement duties including purchasing and expediting materials, supplies, and equipment; provides technical support, information, and assistance to City departments regarding purchasing specifications and contract requirements; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from management and supervisory staff. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

This is a single position, advanced-level classification responsible for performing the most complex work assigned. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to perform routine to complex purchasing, expediting, contract administration, and support duties. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines and methods to deliver services/complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.

ESSENTIAL FUNCTIONS

Management reserves the right to add, modify, or remove job duties as necessary and will make reasonable accommodations consistent with the Americans with Disabilities Act (ADA) and California Fair Employment and Housing Act (FEHA) to enable qualified individuals to perform the position’s essential functions. The omission of a specific duty does not preclude it from being assigned if it is similar, related, or logically aligned with the role’s overall responsibilities .

• Procures supplies, materials, services, and equipment for the operation of the City, ensuring that all procurement policies comply with established purchasing procedures
• Maintains requests for proposals, specifications, and bid packages for the purchase of equipment, materials, and supplies
• Places orders with vendors; expedites purchase orders, follows up on exceptions, issues, and problems; works with departments to maintain compliance
• Monitors databases to track each department's purchasing information, including completed purchase orders, open contracts, bid lists, capital items, vendor quotes, and vendor evaluations
• Identifies, responds to, and resolves issues, concerns, requests, and inquiries from other City staff and the public
• Provides information and guidance to City departments regarding their purchasing needs, specifications for services, supplies, and equipment, and computerized purchasing system
• Maintains records and prepares reports, including vendor performance files; assists in determining reorder points and practicable order quantities for materials and supplies
• Prepares and administers a variety of contracts, professional service agreements, master service agreements, and related documents; works with departments and legal counsel to ensure documents are consistent with the City's specifications, intent and interests; drafts contract amendments, resolutions and agenda reports
• In collaboration with requesting department, develops content for Requests for Proposal (RFP), Statements of Qualifications and related procurement methods; posts solicitation on the website and advertises invitation to bid; works with City stakeholders to analyze bids and determine whether they are responsive to the RFP; facilitates the vendor evaluation, interview and selection process
• Reviews all purchase requisitions and agreements, and authorizes payments to vendors; coordinates with other departments regarding budget and encumbrance issues
• Reviews outstanding purchase orders at fiscal year-end; maintains purchase order rollovers per department requests in keeping with City policy
• Oversees purchases made with the City purchasing cards and ensures compliance with City purchasing policies and procedures
• Monitors developments in the purchasing field and recommends improvements to policies and procedures
• Observes and complies with City and mandated safety rules, regulations, and protocols
• Performs other duties as assigned

Minimum Qualifications

EDUCATION AND EXPERIENCE

Any combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered qualifying. A typical way to obtain the required qualifications includes:

• A High School Diploma or equivalent
  

And

• Two (2) years technical or clerical experience in areas such as purchasing, records management, or contract administration.

Desired:

• An Associate's Degree is desirable but not required.

LICENSES AND CERTIFICATIONS

Ability to travel to meetings, trainings, site visits, and special events throughout the City may be required. Employee must have access to reliable transportation as needed.
SPECIAL REQUIREMENTS

Disaster Service Workers

In accordance with government code 3100, "Disaster Service Workers" (DSW) during emergencies. This law stipulates that public employees can be assigned to emergency activities to support the public's health, safety, and property during natural, man-made, or war-caused disasters.

Tier 1 - Basic Pre-Employment Requirements
Final candidates must successfully complete a basic pre-employment screening process, which includes a Department of Justice Live Scan (DOJ/LS) background check and a non-safety pre-employment physical examination to ensure the ability to perform the essential functions of the position, with or without reasonable accommodation.

Knowledge, Skills and Abilities / Physical Demands and Environmental Conditions

KNOWLEDGE OF

• Principles, practices and methods of public sector procurement and contracting, including contract preparation, execution and administration.
• Policies and procedures governing the bidding process.
• Various contracting processes and their impact on City contracts.
• Project life cycles, milestones and compliance regulations.
• Modern principles, practices, and methods of public and governmental purchasing and procurement programs and processes and their application to city operations.
• Methods and techniques utilized in analyzing the quality of equipment, materials, services, and supplies.
• Principles of business administration and economics as applied to the purchasing function.
• Budget and accounting procedures and practices.
• Business arithmetic.
• Record-keeping principles and procedures.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

ABILITY TO

• Advise and explain purchasing policies, procedures, and standards.
• Prepare and maintain contracts, specifications and service agreements.
• Coordinate structured bidding activities.
• Serve as a resource to departments on proper bidding processes to be used for specific types of service procurements.
• Prepare clear and concise reports.
• Make thorough and accurate arithmetic, financial, and statistical computations.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Understand and follow oral and written instructions.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, to operate a motor vehicle, and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees occasionally operate a motor vehicle to visit various City and meeting sites. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Supplemental Information

APPLICATION PROCEDURE

A City application form and resume must be submitted online. Applicants can apply online at www.MurrietaCA.gov .

SELECTION PROCESS

Candidates must clearly demonstrate through their application materials that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most qualified candidates will be invited to continue in the selection process. The examination process may include a combination of appraisal interviews, performance tests, and writing exercises designed to evaluate the candidates' skills, training, and experience.

Successful candidates will be placed on an eligibility list. The City reserves the right to merge eligibility lists as needed. Final selection is contingent upon successful completion of all required pre-employment requirements .

EQUAL EMPLOYMENT OPPORTUNITY
The City of Murrieta is committed to providing equal employment opportunities to all employees and applicants for employment. All employment practices such as recruitment, selection, and promotions are administered in a manner designed to ensure that employees and applicants for employment are not subjected to discrimination on the basis of race, color, religion, sex, sexual orientation, national origin, age (over 40), marital or veteran status, genetic information, gender identity, gender expression, medical condition, disability, or any other basis that is inconsistent with federal, state or local laws.

THE COMMUNITY
Located just north of San Diego County, the City of Murrieta is home to approximately 116,000 people. Central to all of Southern California, residents of Murrieta live in one of the safest cities in the U.S. With top-ranked schools, 52 parks, and 1,300 acres of trails, it is consistently ranked the top place to live in Southwest Riverside County. Murrieta has a dynamic business environment, an educated population, and a high median income. All of these attributes support the exceptional quality of life residents enjoy and the engaged and connected community that sets Murrieta apart from the rest.

FLSA Status: Exempt

Organization: Murrieta Professional & Confidential

Adopted: 6/2018

MANAGEMENT PROFESSIONAL & CONFIDENTIAL

The following is a summary of the benefits provided to full-time employees in this un-represented group. For further information, please refer to the unit's Salary Resolution or Agreement .

• RETIREMENT : The City participates in the California Public Employees' Retirement System (CalPERS).
  • Tier 1 (Classic Members hired prior to 12/30/2012)
    • Formula: 2.7% at 55
    • Member Contribution: 8.0% of compensation
    • Final Compensation: Highest twelve (12) consecutive month period
  • Tier 2 (Classic Members hired on or after 12/30/2012)
    • Formula: 2.0% at 60
    • Member Contribution: 7.0% of compensation
    • Final Compensation: Highest thirty-six (36) consecutive month period
  • Tier 3 (New Members / PEPRA)
    • Formula: 2.0% at 62
    • Member Contribution: 50% of normal cost (currently 8.0% of compensation)
    • Final Compensation: Highest thirty-six (36) consecutive month period
• MEDICAL INSURANCE : The City contributes up to $1,936.28 per month toward medical insurance for employees and their eligible dependents.
• RETIREE MEDICAL INSURANCE : Please refer to the MPC Compensation Plan for details.
• DENTAL INSURANCE : The City pays for 100% of the premium for the employee and their eligible dependents.
• VISION INSURANCE : The City pays for 100% of the premium for the employee and their eligible dependents.
• LIFE INSURANCE : The City pays for 100% of the premium for a life insurance policy equal to one time an employee's base salary. Additional life insurance is available.
• SHORT-TERM DISABILITY INSURANCE: The City pays 100% of the premium for the employee.
• LONG-TERM DISABILITY INSURANCE : The City pays 100% of the premium for the employee.
• DEFERRED COMPENSATION : Employees are eligible to participate in a deferred compensation plan through Nationwide Retirement Solutions. The City contributes a matching amount to the employee's account on a dollar-for-dollar basis, not to exceed the following amounts.
  • $3,400 per year for Department Heads toward 401a plan.
  • $3,000 per year for Managers towards the 457 plan.
  • $2,000 per year for Confidential towards the 457 plan.
• ANNUAL LEAVE AND HOLIDAYS : 192 hours of annual leave and 117 hours of holiday leave.
• ADMIN LEAVE ACCRUAL : Department Heads and Management staff.
  • Department Heads - 120 hrs per year.
  • Management - 80 hrs per year.
• AUTO ALLOWANCE : $300 per month Department Heads only (Exception Fire & Police Chief)
• FLEX SCHEDULE : Administrative staff currently works a 9/80 alternative work schedule. Other schedule options (5/8, 4/10) may be available based on the City’s operational needs.
• SPANISH LANGUAGE PAY : 2.5% of base pay for eligible members of the association who are fluent in Spanish. Eligibility is based on business necessity.

Note: The provisions of this summary do not constitute an expressed or implied contract. Any provision contained in this summary may be modified or revoked without notice. The types and levels of employee benefits provided, including City contributions toward benefit costs, are subject to change as a result of periodic revisions to the MPC Compensation Plan and the City of Murrieta.

Closing Date/Time: 5/31/2026 11:59 PM Pacific

• 

• City of Murrieta

• (951) 461-6087

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