HomeMy WebLinkAboutHandouts_Regular_Tab AOM_12/08/2011 VILLAGE OF TEQUESTA
FOR COUNCIL CONSIDERATION
Proposed Appropriation for New Staff Position
Purchasing and Contract Compliance
(Part-Time Position)
Purpose
1. Streamline process for submission, issuance and compliance documentation at all
phases of purchases;
2. Provide assistance and support for department heads and finance department staff
members;
3. Increase efficiency, internal controls and a level of redundancy to support limited staff
positions;
4. Assure timely response to requests for documentation of purchases and compliance
records.
Assist Department Heads with all purchase-rpelated functions including complete
understanding of all submission, purchase and compliance requirements with current Village
of Tequesta Purchasing Policy & Procedure.
Purchasing
• Assure submissions to finance are complete, properly charged to account codes, within
budget consideration and allowable funding sources, and in accordance with bid and
vendor selection processes;
• Work with finance department to resolve submission questions, errors or omissions;
• Receive purchase orders and continue process for purchase;
• Monitor completion of purchase and necessary paperwork is forwarded to finance;
• Assist with Vendor negotiation, resolution and relations.
Records Retention
• Maintain complete documentation and records of request and fulfillment of all major �
purchases/contracts;
• Maintain files of completed transactions detailing compliance with Village of Tequesta
Purchasing Poiicy & Procedure;
• Fulfill requests for information and documentation of purchases.
Note:
Department Heads are ultimately responsible for all decisions, submissions, processes, and
conclusions of purchases within their departments
Submitted for consideration by:
Council Member Abby Brennan
December 8, 2011
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