Procurement Coordinator

Job Description

Position : Procurement Coordinator

Reports to : Administrative Director of Finance

Accountability Objective :

This position is responsible for the end-to-end procurement process, from

ordering and tracking inventory to ensuring accurate receipt and facilitating approval of timely invoice

payments. The position works collaboratively with various school-based staff, operational departments

and City procurement to ensure that all purchases align with district policies, budgetary guidelines,

educational and compliance requirements.

Principal Responsibilities :

Generate and issue purchase orders in City’s financial platform for a wide range of food supplies,

operational supplies, services and equipment ensuring accuracy, completeness, and adherence to

district purchasing policies.

Collaborate with district personnel to anticipate procurement needs and consolidate orders where

possible to achieve cost efficiencies.

Create and maintain a comprehensive tracking system for all incoming inventory, including

expected delivery dates and quantities, vendor contracts and vendor pricing.

Monitor the status of all outstanding purchase orders, proactively communicating with vendors

and department heads to assist with efficient delivery schedules.

Coordinate with receiving personnel at school locations to ensure receipt of goods and obtain

necessary confirmations that goods and / or services are delivered.

Address and resolve issues related to incorrect shipments, damaged goods, discrepancies in

orders, and track credits.

Coordinate with receiving personnel to approve invoices for payment to the Accounts Payable

department with corresponding purchase order numbers in a timely manner to ensure prompt

vendor payment.

Serve as a primary point of contact for district vendors regarding purchase orders, deliveries, and

payment inquiries.

Provide excellent customer service to district staff regarding procurement procedures, order

status, and vendor information.

Participate and ensure all procurement activities comply with federal, state, and local regulations,

as well as City and district policies and procedures.

Ability to support district personnel with the development of bids, scope of work, and required

vendor contracts.

Assist in the preparation of procurement reports and analysis as needed.

Participate in year-end inventory reconciliation and auditing processes.

Other duties assigned.

Required Qualifications :

1. Bachelor’s degree in finance, public administration, or related field.

2. Minimum of 3 years of experience in procurement, purchasing, inventory management, or

accounts payable, preferably within a school district or public sector environment.

3. Motivated with the ability to work collaboratively and independently in a fast-paced environment.

4. Must be able to demonstrate advanced skills with Microsoft Excel, as well as Google

applications.

5. Demonstrate strong financial and quantitative interests, skills, and abilities.

6. Strong oral and written communication skills, problem-solving, as well as attention to accuracy

and detail.

7. Ability to provide excellent customer service to both staff and vendors.

Preferred Qualifications :

1. Master’s degree in finance, public administration, or related field.

2. 4+ years of experience in procurement, purchasing, inventory management, or accounts payable,

preferably within a school district or public sector environment.

3. Experience with Workday Enterprise Management Software.

4. Experience with data visualization tools. (e.g., Tableau, Power BI)

5. Experience working with municipal financial departments

6. Active Massachusetts Certified Public Purchasing Official (MCPPO) certification

POSITION TYPE : Non-Represented / Non-Exempt

WORK YEAR / WORK DAY : This is a full-time, twelve-month professional position that may require work at times outside of regular

work hours when necessary to perform responsibilities. Typically, the hours required are 8 : 00-4 : 00pm.

Position Type : Full-time

Salary : $80,392 to $103,667 Per Year

Job Categories : Administrator >

Business / Finance

Administrator >

Director / Coordinator / Manager

Administrator >

Food Services

Equal Opportunity Employer

The Worcester Public Schools is an Equal Opportunity / Affirmative Action Employer / Educational Institution and does not discriminate regardless of race, color, ancestry, sex, gender, age, religion, national origin, gender identity or expression, marital status, sexual orientation, disability, pregnancy or a related condition, veteran status or homelessness. The Worcester Public Schools provides equal access to employment and the full range of general, occupational and vocational education programs. For more information relating to Equal Opportunity / Affirmative Action contact the Human Resource Manager, 20 Irving Street, Worcester, MA 01609, 508-799-3020.

Job Requirements

• To maximize the effectiveness of your application, it is recommended that you provide a cover letter which describes the specific training and experience that you have for the position(s) that you are applying for and that you ensure that the information in your SchoolSpring profile is updated. Please ensure that your SchoolSpring resume, specifically, is updated as this will be used to determine your placement per the salary schedule.
• Citizenship, residency or work visa required

Application Questions

The employer requires all applicants to answer the following questions. It is recommended that you type any essays in a word processing program, save them, and then paste them on the proceeding job application page.

Brief Response (Answer limited to 200 characters, including spaces)

Yes / No

Brief Response (Answer limited to 200 characters, including spaces)