Purchasing Administrative Coordinator

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Under general supervision, the Purchasing Administrative Coordinator provides administrative, clerical, and operational support to the Purchasing Department. This position assists with purchasing activities, records management, reporting, and daily office operations. The role supports department staff by maintaining organized records, monitoring reports, coordinating documentation, and ensuring administrative tasks are completed accurately and timely to keep departmental operations running efficiently.

This position requires strong organizational skills, attention to detail, reliability, discretion, and the ability to manage multiple priorities in a fast-paced government environment.

The following duties represent the principal responsibilities of the position, but are not all-inclusive:

• Answers telephone calls, greets visitors, takes messages, and provides routine information to the public or directs inquiries to appropriate staff.
• Provides administrative support to Purchasing Department staff, including correspondence, reporting, data collection, and document preparation.
• Coordinates and maintains department records management, including organizing, filing, retention, and maintaining physical and electronic records in accordance with County requirements.
• Assists with preparing and organizing documentation for Commissioners Court agenda items, contracts, and purchasing actions as directed.
• Manages office supply and coordinates replenishment as needed.
• Assists with managing and maintaining agreements, cooperative documentation, and related purchasing records.
• Receives, sorts, and distributes incoming mail and deliveries, and prepares outgoing mailings.
• Creates reports, forms, memos, and correspondence, including documents of a technical or confidential nature.
• Assembles and compiles data for reports or presentations, including spreadsheets and tracking logs.
• Make copies and prepare materials for meetings, training sessions, and presentations as required.
• Delivers documents to and retrieves documents from other departments and offices.
• Assists with requisitions, quotes, purchase order documentation, and tracking as assigned.
• Assists with monitoring purchasing, credit card, or asset-related reports as directed.
• Provides backup support for fixed asset and inventory-related tasks, including data entry, documentation, and record review, as needed.
• Communicates professionally with departments, vendors, and County staff to request documentation, clarify information, and support purchasing workflows.
• Maintains regular and reliable attendance and arrives to work on time, prepared to perform assigned duties.
• Works effectively with department staff, County personnel, outside vendors, and the public.
• Performs other related duties as assigned.

• Assists with procurement-related tasks as needed.
• Assists with special projects within the Purchasing Department.
• Supports departmental organization, workflow coordination, and deadline management during peak workload periods.

• High school diploma or equivalent required.
• Four (4) years of administrative, receptionist, or clerical experience required.
• Experience in a government, purchasing, or regulated office environment preferred.

• None required.

• Strong written and verbal communication skills.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Ability to draft letters, memorandums, reports, spreadsheets, and tracking logs.
• Strong organizational, recordkeeping, and documentation skills.
• Ability to manage multiple tasks, prioritize workload, and meet deadlines while handling interruptions.
• Ability to work independently and as part of a team.
• Strong interpersonal skills to interact professionally with County staff, vendors, and the…