Purchasing Coordinator & Courier

TitlePurchasing Coordinator & CourierDepartmentPurchasingStatusFull TimeOffice LocationWebbs Norman CenterReports ToPurchasing ManagerFLSA StatusNon-Exempt Position DescriptionCoordinates purchasing, procurement, inventory, and central stores operations for the Rockford Park District. Supports departments with purchasing, vendor relations, inventory management, and cost-saving strategies while ensuring compliance with District policies and applicable laws.

ROCKFORD PARK DISTRICT VISION, MISSION AND LEADERSHIP BY VALUESAgency VisionTo be the best urban parks and recreation system in North America, as measured by national standards and the citizens we serve.Agency MissionThe Rockford Park District is in business to "help people enjoy life" by providing a quality park and recreation system.Vision & Planning SystemThe District aligns itself and all its resources to achieve its purpose, vision, mission, and priorities. This successfully drives the strategic plan, operational plans, and performance goals.Policy Management & Operations SystemEvery team member serves as an active contributor in the development of the team's operational plan; develops job strategies and plans that support the team's operational goals; identifies timetables for completion; plans daily work activities in an organized manner ensuring effective utilization of time and resources in the completion of job tasks.Leadership by Values SystemLeadership by Values can only be achieved if all team members believe in and live by these shared values: accountability, integrity, passion, agility, relationship oriented, results driven, service oriented, respectful, and innovative. While all team members share these essential values, our culture is enriched by and welcomes the diverse supporting values of its team members.Diversity, Equity, Inclusion and Belonging StatementThe Rockford Park District is committed and accountable to being a place where everyone is invited and belongs, as demonstrated by being an inviting, equitable, and inclusive environment, respectful of all people, embracing diversity, creating accessibility and valuing all team members, partners and community members for their unique experiences and backgrounds.

RELATIONSHIPS TO RESULTS CULTUREDefinitionSustained by long-term, positive, exceptional relationships with stakeholders and team members as our hallmark of success.

ONE TEAM, ONE GOAL COMMITMENTDefinitionTo work together to achieve the mission, vision, and shared values of the Rockford Park District.ConnectednessDepartments are truly interconnected to support the mission and vision of the Rockford Park District.

ESSENTIAL FUNCTIONS include the following. Other duties may be assigned

Leadership by Values

• Establish and maintain a high level of citizen confidence and support.

• Constantly discuss and refine team members' core values to inspire them to achieve our shared values and shared purpose, vision, and mission.

• Establish and maintain exceptional relationships with all internal team members and external stakeholders.

• Create a work atmosphere that is safe, healthy, secure, and is conscious of work-life balance as well as the Park District's goals.

• Support and ensure a culture of diversity, equity, inclusion and belonging exists in all areas of the Rockford Park District.

Operational Excellence

Purchasing

• Acts as a technical advisor and resource person to District staff, department and facilities regarding purchasing procedures, quality of supplies, goods and equipment, the modification of purchasing specifications and the standardization of equipment and supplies.

• Purchase materials, supplies, equipment, and services according to District policy and rules, and state and federal laws; research and develop sources of supply and specifications for the goods, materials, services, supplies, and equipment used by the District; keep informed of market conditions, and seasonal variations that affect the purchasing program.

• Communicate with vendors in a variety of methods and negotiate to secure competitive quotes and sealed bids for materials, services and contracts needed for the Park District. Compare and analyze quotations and bids and recommend the award of contracts.

• Manages service contracts that are assigned, renewal of information and updated service contracts in ERP.

• Coordinates with internal customers to source materials and services. Assist staff in developing purchasing strategies, including ideas that identify opportunities for cost savings and improved products/services, supplier management and business processes.

• Generates effective communication, good relations, and a positive image with suppliers and internal customers promoting courtesy, objectivity and fairness.

• Assist with golf inventory as needed.

• Completes special projects as assigned

Central Stores

• Coordinates delivery route to deliver requested stock items and mail in a timely manner

• Issue stock items requested by walk-in customers

• Maintains accurate inventory records by entering daily, all orders for facilities into the inventory software

• Evaluates items in stock and reports to Purchasing Manager order quantities

• Makes recommendations for additions to or the discontinuing of inventory items based on feedback from internal customers and movement of inventory.

• Receives deliveries and allocates space on shelves to maintain orderly storage of stock.

• Receives all vendor deliveries into inventory software.

• Coordinates the return of items

• Assists with physical inventory; mid-year and end of year.

• Assist with food and beverage transfers if needed.

• Assist with other deliveries as directed by the Purchasing Manager

Customer Satisfaction

• Routinely correspond with internal/external customers regarding project status, purchases, policies, etc.

Teamwork

• Assist staff in developing purchasing strategies, including ideas that identify opportunities for cost savings as well as improved products/services, supplier management and business processes, analyzing purchasing patterns as well as preparing/performing cost studies and analysis.

Compliance

• Maintains a working knowledge of department safety procedures. Attend safety training programs and educational in-service trainings as required.

• Maintains operational and legal files of the District's fuel storage tanks in accordance with all federal and state environmental regulations.

Documents/Reports

• Codes P-Card transactions on a timely basis.

• Coordinates purchase order activities; place and expedite orders; review requisitions for accuracy; verify information related to price, product quality, service, and delivery; makes recommendations if needed to department requisitioning goods/services, perform purchase order entries as needed; resolve purchase order problems and conduct follow-up activities as necessary to finalize purchase order transactions.

Education/Experience Associate's degree required in Business Administration or related field preferred and 3 to 5 years related work experience.

Critical Skills, Knowledge, and AbilitiesTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Expert knowledge of principles, practices and techniques of governmental procurement

• Expert knowledge of federal, state and county laws related to procurement

• Knowledge of bidding procedures and negotiating practices

• Excellent oral and written communication skills

• Excellent interpersonal skills which include working effectively as a team player

• Ability to provide customers with purchasing expertise, sensitive consideration and efficient service

• Ability to build and maintain user relationships through a professional approach in handling user service needs and problems

• Working knowledge of shipping and receiving industry practices

• Excellent organizational skills

• Intermediate skill level in Microsoft Office Suite

• Ability to organize workload, set priorities, meet deadlines, and work independently

• Skill in researching, reviewing, analyzing, and summarizing information

• Work effectively with other District employees, partners, vendors, donors, and volunteers

• Ability to professionally network and publicly represent the District

• Have a team orientation approach when working with others

• Ability to travel as needed and maintain a valid driver's license

Physical RequirementsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

Medium work:

• Exerting more than 50 pounds occasionally
• Exerting up to 20 pounds of force frequently
• Exerting up to10 pounds of force constantly

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

Works in a normal office environment, but will be exposed to weather related conditions.

BenefitsThe Rockford Park District offers an extensive benefits package designed to support employees' health and wellness, financial security, and overall work-life balance. Key highlights include:

Health & Wellness

Health Insurance: Choose from three PPO Plans administered by BlueCross/BlueShield of Illinois, including a High Deductible Health Plan (HDHP) with an option for a Health Savings Account (HSA).

Dental Insurance: Coverage through BlueCross/BlueShield, with a $2,000 individual annual maximum.

Vision Insurance: Provided by EyeMed, offering discounts on frames, lenses, and other vision services.

Wellness Program: Empower Health Services offers a variety of programs and resources to support employee well-being, including wellness challenges and health resources.

Employee Assistance Program: Confidential counseling and support for personal and work-related challenges through SupportLinc.

Financial Security

Retirement Plans: Illinois Municipal Retirement Fund (IMRF) pension with voluntary additional contributions & optional 457(b) deferred compensation.

Life Insurance: Employer-paid life & AD&D (2x salary, up to $300K) plus optional voluntary coverage

Critical Illness & Accident Insurances: Provides financial support by covering out-of-pocket costs for covered critical illnesses and offering optional accident insurance for additional protection.

Tax-Free Accounts: HSA (with HDHP) & FSA for medical and dependent care expenses

Employee Crisis Fund: Provides financial assistance of up to $2,500 for unforeseen emergencies such as medical crises, loss of a primary residence, or a family tragedy. Repayments are made through bi-weekly payroll deductions with flexible terms.

Paid Time Off: Vacation, Sick Leave, Holidays, Personal Days, Bereavement, and various leave programs.

Additional Benefits

Employee Participation Program: Use for District programs or passes including: Nicholas Conservatory & Gardens, Golf Membership, or up to $400 on a card to use throughout Park District facilities.

Exclusive Discounts: Local partners, safety shoe reimbursement, and more

Unique Benefits: Legal, identity theft, and pet insurance options

This robust benefits package reflects the District's commitment to fostering a supportive and rewarding workplace.

Coordinates purchasing, procurement, inventory, and central stores operations for the Rockford Park District. Supports departments with purchasing, vendor relations, inventory management, and cost-saving strategies while ensuring compliance with District policies and applicable laws.