Procurement Analyst

Procurement Specialist

Under general supervision, this position assists the overall operations of the Purchasing Division by working with departments to coordinate the procurement of materials, supplies, equipment and services needed for departments in order to support City operations. This position independently performs the full range of procurement duties, including developing quotes, bids, request for proposals, contractor negotiations, contract development and provides contract administration assistance to departments. The work has aspects requiring the interpretation and application of policies, procedures and regulations. This position receives only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the City.

Essential Functions

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.

1. Coordinates and performs professional-level administrative and programmatic work in procurement, solicitation development, and contract administration.
2. Researches and develops detailed product and/or service specifications and establishes contract terms; confers with department staff to resolve questions regarding intent and expected use of goods and services, specification definitions and scope of work statements.
3. Prepares, reviews, and administers the procurement process which includes but is not limited to: the development and the issuance of solicitations including quotes, bids, and requests for proposals while ensuring legal and contractual provisions are included to protect City interests, the issuance of addendums, meeting notes; conducting public openings; analyzes and facilitates the evaluation of responses and awards, and coordinating multi-departmental procurements.
4. Negotiates contract terms, conditions and pricing; prepares and/or reviews contract documents while ensuring legal requirements are incorporated and enforced; coordinates and confers with legal counsel as needed and/or Procurement Manager as needed.
5. Conducts research relative to products, services, and suppliers.
6. Creates procurement documents and purchase recommendations for City Council award authorization.
7. Attends/leads meetings, including pre-bid and post-bid debriefings.
8. Maintains the purchasing module of the City's integrated financial system; administers all purchase order approvals and inquiries and year-end processes; develops reports and processes, which includes reviewing and approving all purchases through the City's integrated financial system purchase order module.
9. Develops Citywide purchasing programs by working with vendors.
10. Provides training, guidance and technical assistance to City staff regarding the purchasing financial modules and other City programs.
11. Assists department with the administration of purchasing related contracts.
12. Assists with the review and administration of the procurement card program as needed.
13. Uses the City's integrated financial system to generate blanket purchase orders, or purchase orders from assigned requisitions and distribution to internal and external customers as needed.
14. Processes the Procurement Manager's blanket purchase orders or purchase orders in the City's integrated financial system, as assigned, to maintain internal controls and distributes to internal and external customers as needed.
15. Coordinates e-procurement programs.
16. Promotes positive, productive work relations with City employees, elected and appointed officials, representatives from other organizations, and the general public.
17. Serves as a liaison to employees, the public, private organizations, government agencies, community groups, and other organizations; provides information and assistance regarding procurement programs and services; receives and responds to complaints and questions relating to assigned areas of responsibility; reviews problems and recommends corrective actions.
18. Assists with analyzing and applying for various awards such as the Achievement of Excellence in Procurement (AEP) award.
19. Strong written, verbal, and presentation skills and the ability to convey complex information in a way that is understandable to internal stakeholders at varying levels of the organization.
20. Must be results-oriented, highly organized, and detail-oriented, with strong problem-solving, record-keeping and critical thinking skills; must consistently produce high-quality work/results, willing to learn, and able to prioritize and multitask in a fast-paced and demanding environment.
21. Other duties as assigned.

Required Minimum Qualifications

Minimum Required Qualifications

• Bachelor's Degree from an accredited college or university in Business Administration, Public Administration, Supply Chain Management, Finance, or a closely related field.
• Three (3) years of professional-level experience in procurement, solicitation drafting (RFPs/IFBs), contract administration, legal/paralegal compliance, or complex municipal administrative operations.
• An equivalent combination of higher education, specialized contract training, and direct municipal/public administrative experience that demonstrates the required knowledge, skills and abilities to perform the work.

• Must obtain Certified Professional Public Buyer (CPPB) from Universal Public Procurement Certification Council (UPPCC) within four (4) years of employment.
• Intermediate proficiency with office computers and related business applications.

Supplemental Information

Physical and Work Environment

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee's supervisor.

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Work has no exposure to environmental conditions.
• Work is generally in a moderately noisy office setting (e.g. business office, light traffic).