Zoo Administrative/Procurement Coordinator @ City of Little Rock Zoo


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Job Objective: To develop and review specifications for annual purchase orders, requests for proposals (RFP's) and requests for qualifications (RFQ's) for the Little Rock Zoo; to provide administrative and technical support for the Director of the Zoo and assigned Division Managers.

Essential Job Functions: Develops and reviews specifications for annual purchase orders, requests for proposals (RFP's) and requests for qualifications (RFQ's) for the Little Rock Zoo in compliance with all Departmental and City of Little Rock guidelines, policies and procedures.
Prepares purchase orders for bids on Departmental supplies, materials and equipment; submits competitive bids to Purchasing; contacts potential vendors to obtain price quotations on items under $25,000; makes recommendations of successful vendor to appropriate personnel, sends letter of award to successful vendor; coordinates and schedules pre-bid meetings with vendors and Departmental representatives for the development of contracts; prepares cost estimates and purchase requisitions for accepted bids in compliance with all applicable policies and procedures.
Provides assistance to Director of the Zoo and assigned Division Managers by conducting research, compiling information and preparing narrative and statistical reports for Departmental activities; enters data into various computer software systems and generates monthly productivity and special reports.
Serves as Departmental administrator for the zoo project management system; sets up administrative rights for various users; grants permissions and ensures personnel are assigned to appropriate projects.
Monitors invoices for equipment, supplies, and services to ensure that materials were received, and that work was performed for the Zoo; resolves discrepancies with vendors.
Receives, reviews and processes Departmental invoices; prepares purchase requisitions; verifies charges for items delivered and codes invoices with appropriate vendor accounts and expenses codes; enters invoices into the computerized accounting/financial system and forwards invoices and requisitions for payment to appropriate personnel; serves as contact person for vendors and contractors regarding clarification of billing, invoice amounts and expected payment dates.
Compiles Departmental budget data for all Departmental special projects for approval by the Director of the Zoo; monitors Departmental accounts and special projects account balances to ensure budgeted amounts are not exceeded; audits funds to ensure funds are applied to appropriate accounting codes; determines which accounts are in need of revenue transfers and prepares forms for approval.
Greets and checks-in all outside contractors that enter the zoo; ensures proper sign-in and sign-out of contractors.
Prepares reports and tracks all expenditures of projects funded by grants; coordinates with Grants Division to ensure funds are in compliance with all applicable guidelines, laws, policies and procedures.
Drafts and types correspondence, memoranda and reports for Director of the Zoo and other Departmental personnel as assigned.
Serves as backup to Office Assistant I by answering a multi-line telephone; monitors security gate system and accesses and verifies entry for visitors; serves as back up to other Departmental personnel by typing various correspondence, entering data on spreadsheet for billing and tracking purposes as required.
Attends Zoo Board of Governors meetings to provide staff support and to note items requiring further attention; takes minutes of meetings; distributes as appropriate.
Makes travel arrangements for Zoo Departmental personnel; ensures travel checks are received in a timely manner; receives, reconciles, and processes all travel related documentation and submits to Finance for payment; ensures compliance with all applicable travel policies and procedures.
Coordinates the development of contracts, resolutions and other board communications relative to the Little Rock Zoo for Board of Director meeting agendas with the City Attorney's Office; follow-ups regarding status and keeps the Director of the Zoo abreast of status.
Establishes and maintains hard copy and computerized files and records relating to Departmental bid specifications, private contracts and related information.
Operates a computer with database, spreadsheet, and word processing software in the performance of essential job functions.
Operates a City pool automobile in the performance of essential job functions.

SUPERVISORY RESPONSIBILITIES: assigned part-time personnel.

Minimum Qualifications and Additional Requirements: These knowledge, skills, and abilities are usually, although not always, acquired through completion of two (2) years of college coursework in Business Administration, Public Administration, Procurement, or related area; two (2) years of administrative experience to include one (1) year of work experience in the procurement of goods/services or a related area; and one (1) year of computer experience; one (1) year of supervisory experience. Equivalent combinations of education and experience will be considered.

Must possess a valid Arkansas Class D (Non-Commercial Vehicle) Driver's License before employment and maintain licensure for the duration of employment in this position.

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