Purchasing Coordinator

THE ROLE
Purchasing Coordinator

This is a permanent full-time role at the County, with an annual compensation range of $73,787 - $83,000.

THE OPPORTUNITY
As the Purchasing Coordinator you will provide strategic direction and

support for diverse procurement initiatives and activities aligned with

approved corporate projects and Council budgets.

You will focus on addressing procurement related risk mitigation to achieve

optimal value through an open, fair, and transparent process. While

ensuring strict adherence to relevant policies procedures, legislation, and

trade agreements.

THE PERKS

• Hybrid Work Options

• EFAP Program

• Employee Recognition

• Wellness Programs

• Safe & Friendly Work

Culture

• Professional Development

• Defined Benefit Pension

• Health Benefits
  

THE COUNTY

Haldimand County is a single-tier municipality with a

dedicated team of professionals committed to delivering

exceptional services to our citizens. With a focus on

excellence, our county stands as an outstanding place to

work and live. By joining our dynamic team, you open the

door to a rewarding career where we prioritize the health

and wellness of our employees, their families, and the

communities we serve.

At Haldimand County, we believe in the Net Better Off

philosophy. This means we’re passionate about helping our

staff thrive and advance in an equitable workplace.

THE NEXT STEPS
If this sounds like you, please submit your application

online at www.haldimandcounty.ca/careers.

This posting closes on January 31, 2024 at 4:30 p.m. Visit our careers page for more opportunities.

• Community College

Diploma/ Equivalent

• Completion or in the process

of Principles of Public

Purchasing Certificate

• Minimum 2 years of current

related experience.

• Critical Thinking

• Reasoning

• Cognitive Flexibility

JOB DESCRIPTION
Purchasing Coordinator, Legal & Support Services

POSTING #: NU-2024-01

POSTING PERIOD: January 17 – 31, 2024

Employer Group: Non- Union

Reporting To: Manager, Legal & Support Services

Grade: 6

Wage Range Annually: $73,787 - $83,000

Position Status: Permanent Full- Time

Hours Worked Per Week: 35

Location: Haldimand County Administration Building

CORE COMPENTENCIES:

Critical Thinking| Reasoning | Cognitive Flexibility | Project Management | Collaborative Skills

POSITION SUMMARY:

Offers strategic guidance and mechanisms of support on various procurement initiatives and activities that align

with corporate-approved projects and Council-approved budgets. The focus is on addressing procurement related

risk mitigation, obtaining best value in an open, fair and transparent manner, while ensuring adherence to

applicable policies, procedures, legislation and trade agreements.

QUALIFICATIONS, KNOWLEDGE & SKILLS

Education

• Community College Diploma relative to the area of responsibility, completed within more than two academic

• Ontario Public Buyers Association “Principles of Public Purchasing” Certificate with courses or training in

• Special consideration will be given to applicants with the following:

Experience

• Over 2 years and including 3 years of current related experience.

• Special consideration will be given to applicants with the following:

o Work experience in a public purchasing environment and experience with trade agreements and

procurement legislation.

Knowledge/Skills

• Good understanding of municipal government, its operations and services.

• Firm understanding of functions carried out by the Corporation, as well as the relationship of municipal

structure and functions of other government agencies.

• Knowledge of legislation and trade treaty agreements surrounding public procurement and contract

• Solid understanding of and experience in risk management approaches relative to purchasing.

• Negotiation skills to deal with vendors and contractors.

• Qualities of persistence, tact and persuasiveness to deal with internal and external contacts.

• A Valid Ontario Driver’s License and access to a reliable vehicle.

• Excellent verbal and written communication skills with the ability to influence, motivate, provide training, using

flexible communication styles and to ensure suitable agreement, so decisions are reached.

• Demonstrated initiative, and ability to make decisions involving broadly defined work, affecting major

functions.

• Demonstrated ability to work independently referring only major problems to supervisor/ managers.

• Demonstrated ability to exercise significant discretion and sensitivity involving regular work with confidential

information.

• Proven ability to make responsible purchases.

• Demonstrated analytical and problem solving skills involving regular ingenuity, and development of complex,

new, and improved methods, procedures, systems, etc.

• Demonstrated capability to act as a leader within a functional area, including providing advice and training.

• Organizational skills with conscientiousness, to avoid errors and ability to meet deadlines.

• Excellent interpersonal skills including the ability to work effectively in a team environment and guide

interdisciplinary team- based discussion to increase staff morale, team building and team spirit.

• Technology Aptitude

o Demonstrated intermediate computer skills to utilize various technological devices and programs

while adhering to cybersecurity and best practices are followed.

o Intermediate knowledge of MS Office (Word, Excel, Outlook, PowerPoint)

o Computer Proficiency in:

• Paramount, web-based 3rd party software (GovDeals, Bids+Tenders, BMO)
  

RESPONSIBILITIES

The incumbent is expected to but not limited to:

Corporate

• Develops Purchasing Policy Procurement Card policies and procedures for consideration and approvals of

SMT and Council.

• Administers Purchasing and Procurement Card policies and procedures to ensure compliance and

adherence. Takes necessary actions as outlined and authorized within documentation for non-compliance.

• Annual reporting of purchasing activity to comply with Procurement Policy and legislative reporting

requirements.

People

• Reviews and provides strategies, guidance and tactics on a variety of competitive solicitations, vendor

contractual disputes and performance issues citing and in adherence to trade agreements, policies,

procedures and in consideration of market conditions and to ensure fair, open, transparent processes are

adhered to.

• Provides leadership which includes monitoring work completed by and assigning tasks to the Purchasing

Clerk on various work tasks to support the County’s procurement activities; and to ensure various divisional,

departmental and corporate timelines / objectives are met.

• Responds to bidder inquiries and disputes – determining appropriate action for addressing / resolving which

can include escalation or preparation for arbitration (legislated).

• Negotiates with vendors as required, helping develop solutions and resolve problems.

Money/Asset

• Assist management staff with budget preparation and monitors financial status for assigned projects taking

appropriate actions to ensure adherence to the approved budget.

• Where possible, provide alignment of purchasing activities with available cooperative purchasing

opportunities as permitted by trade agreements.

• Monitors market conditions and provides feedback and strategic advice for consideration on procurement

activities that can have a direct impact on potential efficiencies of process, cost savings and reduction of the

unanticipated expenses.

• Coordinates surplus asset disposal through public process and reconciles funds received to meet or exceed

Council-approved budget revenue.

• Identifying, tracking and assist with determining replacement schedule as part of the annual capital budget

development.

• Replaces office equipment and furniture based upon Council approved budgets (project manages).

Timeline Responsibilities

• Provides guidance on various procurement related legislated, trade agreement timelines and internal

policies and procedures an advises appliable staff with follow up to ensure (i.e. Construction Act, Canadian

Free Trade Agreement, Procurement Policies, P-Card Policy, etc.)

Functional

• Legal and Risk Mitigation

o Collaborates, facilitates and provides strategic advice on procurement-related activities for various

corporate-approved projects as a public procurement advisor by identifying various risks (i.e., legal,

deliverable impacts, etc.) by formulating options and recommendations for consideration by various

stakeholders in a quasi-centralized-decentralized structure.

o Facilitates committee evaluations to provide instruction and moderate process; and to enable

continuity of facts for legislated mandatory vendor debriefing

o Conducts extensive review of application of trade agreements (i.e., Canadian Free Trade Agreement,

Comprehensive Economic Trade Agreement), case law and best practices and provides interpterion

and guidance on the various procurement related legislation

o Participates and provide various supports in the negotiation of contracts and to resolve procurement

problems with stakeholders and vendors

o Conducts audits and reports of various procurement related activities providing applicable

investigation, follow up, training and reporting to leadership team

o Mitigates risk through use of the recommendation of various bid and performance securities,

knowledge of contract law and legal precedent, appropriate vendor insurance types and values, and

WSIB coverage in consideration of cost, timelines and sustainability.

o Develops and provides training on various procurement activities, templates, legislation,

procurement software, etc. through various process (i.e., development of self-learning tools, desk-

side support, group training sessions, etc.)

• Software

o Administers and configures purchase order / cheque requisition software including set up of users

and access rights, workflows approval routing, assigning applicable account codes and user

troubleshooting.

o Administers and configures software utilized for Procurement Card program as approved through P-

Card Policy – includes including set up of users, workflows and routing, access to applicable account

codes, tax application (i.e. HST, PST) and user troubleshooting and integration support with other

County software, training, etc.

o Administers and configures software that hosts County bid documentation, including posting of

addenda, bid award information, etc.

o Administers and configures access rights and generates reports from a third-party public auction

website utilized for disposal of County assets.

• Corporate Procurement and Programs

o Administration of the Corporate Clothing Uniform program including contract management and

addressing vendor performance to ensure compliance to union agreements.

o Administration of Procurement Card program including ensuring compliance with Policy, perform

various duties related to card issuance, maintain vendor software for County account codes,

workflow and access rights, vendor performance, 2nd tier response for card issues including fraud,

lost or stolen cards, etc.

o Facilitates the corporate furniture program to ensure standardization for new and replacement

requirements.

o Administers various other corporate contracts including for office supplies, fine paper, envelopes and

business cards.

• General

o Prepares templates and reviews complex documents such as proposals, tenders, quotations,

addenda, contracts, terms and conditions, notices issues to vendors (i.e., letters of non-

performance) and provides feedback and suggestions on missing elements are areas of concern.

o Represents the County where necessary with respect to procurement matters (i.e., purchasing

cooperative meetings, purchasing organizations, vendor communications such as reverse trade

show, vendor training on County procurement activities, etc.)

o Assists with the application of legislation and regulations relevant to the Division; including relevant

collective agreements and other corporate policies.

o Applies sound project management practices in the management of activities required to help

support the successful completion of County projects.

o Ensures project participants, including County staff, have a clear understanding of the work to be

completed within approved County policies and procedures.

Demonstrate commitment to the Haldimand County code of conduct

The duties listed above are intended only as illustrations of the various types of work that may be performed. The

omission of specific statements of duties does not exclude them from the position if the work is similar, related or a

logical assignment to the job.

WORKING CONDITION(S):

• Regular Business Hours (8:30am- 4:30pm, Monday to Friday)

Haldimand County envisions all County staff to possess a high degree of Ethical Behaviour & Professionalism,

Political Acumen, Relationship Management, Credibility, Flexibility & Adaptability, Empathy & Compassion,

Entrepreneurship, and Customer Service.

Haldimand County is an equal-opportunity employer who strives for inclusivity and belonging for all. Accommodation

is available at any stage of the hiring process to applicants with differing abilities. If you require accommodation at

any stage of the hiring process, please contact us at hrhelpdesk@HaldimandCounty.on.ca.

County employees who are interested in applying for this position must complete the EMPLOYEE APPLICATION

FORM via County’s Intranet - FuNK and submit online with a resume and cover letter by 4:30 PM on the last day of

this posting.

We thank you for your interest in working for Haldimand County. Only candidates selected for an interview will be

contacted.