Purchasing Coordinator - Permanent
Central Services - Financial Services
Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving the education needs of
approximately 17,500 students in 43 schools. Every day, the staff and students of EIPS are encouraged to
pursue opportunities to grow and discover their passions in life. We pride ourselves on providing staff and
students with the tools to achieve success by offering dynamic programming, current resources, and practical
professional learning opportunities.
Elk lsland Public Schools Central Administration building is located in Sherwood Park, at 683 Wye
Road. Providing services for the division, Central administration is comprised of eight departments, in addition
to the Board of Trustees. The departments include:
Education Executive, Communication Services, Facility
Services, Student Transportation, Human Resources, Financial Services, Supports for Students, and
Information Technologies. Financial Services, is home to approximately 22 of our EIPS employees.
As an integral team member of Financial Services, the Purchasing Coordinator plays an important role in helping to achieve both the Division and department goals. This position is responsible for a variety of functions within the Purchasing and Contract Services (PCS) team, including maintaining the Division’s purchase cards (PCards) and providing support to schools and departments with the procurement of goods and services.
37.5 hours per week (Monday to Friday - 7.5 hours per day) (12 month Permanent Position)
$23.372 to $28.59 per hour with a 2% increase in September 2023
EIPS offers a comprehensive benefits package to permanent employees.
Internal and External candidates
Purchasing and Contracts
Capture mandatory requirements from the published tender in preparation for evaluation review by Manager PCS, and stakeholder.
Evaluate competitive bids based on pre-established criteria.
Assess tenders in creating evaluations for scoring.
Analyze and interpret pricing costs from vendor submissions.
Create contracts for review by Manager PCS, and stakeholder, prior to sending to the vendor.
Review certificate of insurance to ensure it complies with requirements.
Review CCDC contract and contract summary forms for accuracy.
Communicate with customer departments/schools to determine and select procurement strategies and priorities.
Maintain the Procurement and Contracts manuals.
Manage and track reporting deadlines for non-school related contracts and grants for Division.
Responsible for running and maintaining formation schedules (FAC OPS, FAC Projects, and IT).
Draft various documents as needed (Bill of Sale, change orders, award/regret letters, etc.) based on requirements and situation.
Maintain and organize master contract spreadsheet (ongoing contracts, leases, etc.)
Create corresponding project folders for upcoming/placeholder contracts.
File and gather signatures for the execution of contract documents both internally and externally to EIPS.
Create change orders or cancel purchase orders, as required.
Purchase products and maintain purchasing agreements/contracts in accordance with division procurement policies, procedures, and guidelines.
Purchase Card Administration
Run and analyze transaction information as needed, including creating and manipulating reports on vendor usage, purchase type, industry, etc.
Generate various cardholder verification reports from the banking system, distribute for approval and make any required updates.
Investigate potential fraudulent transactions upon notification from the bank and take necessary actions such as PCard reissue, removing account blocks, etc.
Prepare monthly tracking reports for management, including credit limit, cards issued, and archived records reports.
Troubleshoot (independently and working with the Bank of Montreal) to address system errors, meet new reporting needs, and review PCard program administrative settings.
Reconcile credit card purchases with the cardholder and incoming requests.
Provide support, training, and process applications for new Amazon business account, PCards, limit changes, transfers, and cancellations.
Lead and implement any program changes in Spend Dynamics, such as multi-factor authentication” in the Pcard Admin section.
Create and upload new vendor script into financial system.
Maintain existing vendors by making required updates to address and contact information.
Collect and organize all new vendor forms for entry into financial system.
Review new vendor requests to ensure they are not duplicates, check for regulatory requirements, and flag for Purchasing follow-up if needed.
Data Integrity Verification and Other Duties
Acts as a resource to operational staff on issues regarding processes, policies, and procedures.
Maintain and update approved PCS templates.
Ensure month-end and year-end processing deadlines are met.
Review contracts and forms sent for detail and accuracy before sending off to Purchasing Manager and Secretary-Treasurer for signature.
Provide documents and respond to inquiries from Financial Services staff, schools, departments, vendors, or external auditors.
EDUCATION AND EXPERIENCE
Purchasing Supply Management Certificate or equivalent.
1 year purchasing and/or supply chain management experience.
Considerable knowledge of procurement policies and procedures.
Supplemented by related courses in purchasing, supply management or business administration.
Minimum of one year experience in a procurement role.
Equivalencies will be considered.
KNOWLEDGE, SKILLS AND ATTITUDES
Knowledge of purchasing procedures including general ledger coding and signing authority.
Proficient knowledge of purchasing software.
Strong computer skills including comprehensive knowledge of Microsoft Office.
Ability to communicate effectively, both orally and written.
Ability to interact with various professionals and levels in a respectful manner.
Excellent organization and problem-solving skills.
Ability to work within tight deadlines and prioritize tasks.
Attention to detail and accuracy.
For further information, please contact Sue Skilton, Manager, Purchasing and Contracts, Financial Services at [email protected]
Only online applications will be accepted.
Elk Island Public Schools appreciates and considers all applications; however, we only contact candidates who are selected for interviews.
If you require assistance with the application system, please call Apply to Education at 1-877-900-5627 or email [email protected]