General Services Administrative Coordinator - Purchasing

The award-winning Las Vegas-Clark County Library District is currently hiring for an Administrative Coordinator for the Purchasing function of the General Services department.

GENERAL SUMMARY

Under general supervision of the Purchasing and Administrative Manager the General Services Administrative Coordinator provides administrative support for the General Services division; this position will specialize in supporting the Purchasing functional area of the department. The General Services Administrative Coordinator is responsible for monitoring and maintaining the day-to-day operational flow of assigned areas and serving as the subject-matter expert to assist Managers and Supervisors in the General Services/Facilities department and organization-wide. May perform other duties as assigned and travel within the county.

Description of hours and wages:

The pay range for this position is $33.67 to $45.13 per hour. Pay typically begins at the minimum of the pay range and employees are eligible for annual merit and COLA increases per District policy.

This is a full-time (40 hours per week) FLSA non-exempt position.

Application Deadline:

The application deadline for this position is 11:59 p.m. on Friday June 20 2025. To be considered for this position applications must be submitted prior to this deadline.

We anticipate interviewing for this position on or around July 10 2025.

ESSENTIAL DUTIES & RESPONSIBILITIES:

1. Responsible for the administrative coordination of the General Services Division:

a. Utilizes and maintains the departments Computerized Maintenance Management System (CMMS) ensuring the effective and accurate use of system modules including work requests/work orders asset management property management inventory management locksmith (lock/key) services reports system administration and security.

b. Assists with the assignment and scheduling of work orders.

c. Maintains the departments budget accounting system which may include tracking expenditure authorizations maintaining balances reviewing invoices for accurate billing approving invoices for payment and resolving invoice discrepancies with vendors.

d. Assists with the administration of the vehicle maintenance program including distributing fuel purchase cards and authorizing and scheduling vehicle repairs.

e. Administers key control program and controlled building access system.

f. Maintains department records including keeping and filing systems as well as various documents such as purchase orders key control logs access codes training records Standby/Call-Back pay vehicle fuel purchases and vehicle alternative fuels records.

g. Receives and reviews various reports plans and applications to verify accuracy. Drafts and prepares various reports and correspondence.

h. Coordinates and manages multiple projects with competing priorities meeting deadlines and project plans with short and long-term end dates.

i. Resolves and troubleshoots a wide range of routine and non-routine facility maintenance issues and difficult situations.

j. Acts as a liaison between the department supervisors/managers and outside agencies gathering and relaying information as needed.

k. Interacts extensively in person and over the telephone with district-wide staff and management outside agencies vendors and the general public.

l. Attends and/or participates in meetings at the department branch and other meetings held at various locations throughout the district as required. Conducts asset audits and site visits.

m. Operates maintains and secures District vehicles.

n. Perform other duties as assigned.

Additionally performs the following specialized responsibilities:

2. Responsible for the administrative coordination of the Purchasing function:

a. Prepares and processes purchase requests requisitions and purchase orders including proper general ledger coding. Receives materials/items for accuracy.

b. Obtains quotes and researches pricing availability and quality of equipment materials and services. Investigate and develop new supply resources.

c. Monitors levels of supplies and equipment for district usage.

d. Assist with the development and implementation of procurement guidelines and procedures.

e. Performs purchase order management including troubleshooting purchase order issues reconciling invoices investigating the status of purchase orders and adjusting line items as needed.

f. Authorizes purchases from vendors and schedules coordinates and oversees services and/or work.

g. Communicates both verbally and in writing with potential suppliers to establish working relationships explain purchasing practices and policies obtain and provide product service information and resolve problems

h. Researches vendors to obtain comparative pricing and maintains current and accurate vendor contracts and insurance files.

i. Performs contract administration on assigned Blanket and/or Contract purchase orders.

j. Coordinates the solicitation process including pre-solicitation bid opening and award and documents the results for public record.

EDUCATION:

Required:Bachelors degree in Business Administration Public Administration or related field.

Preferred: NA

EXPERIENCE:

Required: One (1) year of professional-level experience in General Services/Facilities administration.

Preferred: Two (2) years of public sector professional experience in Purchasing or General Services/Facilities administration.

License Certificate or Requirements:

Possess or have the ability to obtain a valid Nevada Drivers License at the time of hire.

Physical Requirements:

Work is primarily performed in an office setting with frequent local travel required. Ability to lift up to 10 pounds maximum and occasionally lifting and/or carrying such articles as books files laptops or electronic devices. Although work is primarily performed in an office setting a limited amount of bending lifting walking or standing is often necessary to carry out job duties.

*PLEASE NOTE: Meeting these posted qualifications does not necessarily guarantee an interview.

Monday: 8:00 am to 4:30 pm

Tuesday: 8:00 am to 4:30 pm

Wednesday: 8:00 am to 4:30 pm

Thursday: 8:00 am to 4:30 pm

Friday: 8:00 am to 4:30 pm

*This schedule may be subject to change based on the needs of the Library District.

Medical dental vision and life insurance insurance.

Nevada Public Employees Retirement System (PERS).

14 paid holidays plus 1 additional floating holiday per year.

Paid vacation (18 days per year) and sick time (12 days per year).

Tuition reimbursement.

For more details about employee benefits please see Range

Position Type

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Job Location

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