Procurement Analyst Series

Summary

The City of Bend is currently accepting applications for one (1) regular, full-time Procurement Analyst or Senior Procurement Analyst in the Procurement department. This is a non-represented and FLSA exempt (overtime ineligible) position.  

This recruitment is seeking a Procurement Analyst or a Senior Procurement Analyst as defined below. Candidates will qualify for either Procurement Analyst or Senior Procurement Analyst depending on the amount of similar and/or relevant experience the candidate possesses. 

To be considered for this position, applicants must have a complete application that includes all of the following items:

• The online application via NeoGov (access also available on City of Bend website under Human Resources/Job Openings)
• Attached formal Cover Letter (required)
• Attached formal Resume (required)
• Attached valid Credentials, Certifications and Licensing (if applicable)

Applicants must provide certification that they are a veteran or disabled veteran to receive veteran's preference. For more information click here.
 
Applications received by Friday, September 22, 2023 (9/22/2023) at 12:00 pm (noon) PDT will receive preference for initial review, but position shall be Open Until Filled. 

Procurement Analyst Position Summary
Under general supervision, performs a variety of advanced technical and professional duties in support of the purchasing function, including conducting procurement activities to secure a wide range of goods and services in compliance with Federal, State, and local laws and regulations. Provides a high level of customer service to City staff and the public and performs other duties as required. Reports to and works under the supervision of the Purchasing Manager, but has substantial responsibility relating to procurement and contract administration.
 
Senior Procurement Analyst Position Summary
Under general supervision, plans and leads procurement processes for a wide range of complex procurements which require minimizing risk exposure. Serves as subject matter expert with advanced knowledge and technical skills. Work situations involve a high degree of complexity including advising others and providing policy interpretation throughout the procurement process. Provides a high level of customer service to City staff and the public and performs other duties as required. Reports to and works under the supervision of the Purchasing Manager, but has substantial responsibility relating to procurement and contract administration.

Functions, Duties and Responsibilities

Essential Functions
The information provided below encompasses the essential functions and capabilities linked with this position.
Duties and Responsibilities
The individual in this position is expected to engage in the following work-related activities.

Procurement Analyst

• Prepares procurement documents for a wide range of goods and services. Assists Departments in determining and developing procurement approach, bidding requirements, selection criteria, and scope of work or technical specifications.
• Works closely with the department Buyers to ensure compliance with City procurement policy and State procurement laws and regulations. Advises, assists, and trains other City employees in purchasing policy and procedures.
• Receives bids and proposals, analyzes for responsiveness, recommends award of bids, and prepares award documents for review.
• Assists in the administration of the City’s Procurement Card (Pcard) Program including training for holding a purchase card; uploading the monthly statement into the City’s ERP system; monitoring timely reconciliation of purchase cards; troubleshooting purchase card issues; and issuing replacement/new purchase cards.
• Assist Departments with City’s Surplus Program to surplus excess equipment and supplies.   
• Drafts contracts, contract amendments, change orders in accordance with City policies. Ensures documents are properly executed.
• Reviews history and monitors activity to determine opportunities for more economical purchasing or compliance concerns.
• Conducts meetings including pre-bid and pre-proposal conferences, proposal evaluation meetings, and negotiation sessions related to contracts.
• Assists departments with various needs including advice on vendor relationships, product research, and training.
• Generates purchase orders from requisitions; evaluates validity of purchase requisitions; ensures supporting documentation on-file; verifies account numbers, budget availability, and approvals.
• Provides comments and recommendations to Purchasing Manager on purchasing and contracting issues.
• Maintains document templates and change logs, ensures version control.
• Acts as liaison between the Purchasing Division and other divisions and departments within the City.
• Provides backup and support to Senior Analysts.
• Performs other related duties.
• Complies with safety requirements of the position and actively promotes safe work practices.
• In an emergency event or an officially declared State of Emergency, responds as directed to ensure the restoration of essential public services, facilities and infrastructure.
• Other related duties as assigned. 

Senior Procurement Analyst

• Performs the most complex solicitation processes for a wide range of procurements including, but not limited to, construction services for public works projects, technology related goods and services, professional services (including engineering), and all other goods and services required for municipal government. Solicitations may involve alternative, multi-step and/or innovative methods of procurement.
• Assists City departments in determining and developing procurement approach, bidding requirements, selection criteria, and scope of work or technical specifications. Assesses potential risks and proposes mitigation strategies.
• Receives bids and proposals, analyzes for responsiveness, recommends award of bids, and prepares award documents for review.
• Drafts and negotiates contracts, contract amendments, and change orders in accordance with City policies. Ensures documents are properly executed and financial obligations entered in enterprise resource management system.
• Works closely with the departments to ensure compliance with City procurement policy and State procurement laws and regulations. Advises, assists and trains other City employees in purchasing policy and procedures. Assists departments with various needs including advice on vendor relationships, product research and training.
• Analyzes sole source justifications and other requests for exemptions.
• Reviews and analyzes transaction history and monitors activity to determine opportunities for more economical purchasing or compliance concerns.
• Conducts meetings including pre-bid and pre-proposal conferences, proposal evaluation meetings, and negotiation sessions related to contracts.
• Generates purchase orders from requisitions; evaluates validity of purchase requisitions; ensures supporting documentation on-file; verifies account numbers, budget availability and approvals.
• Interviews and negotiates with vendor representatives regarding quality, compatibility, availability, price, and terms of purchases.
• Drafts or updates purchasing and contracting policies and procedures for Purchasing Manager review.
• Recommends changes to document templates. Works with team to ensure changes approved by Purchasing Manager are fully executed, distributed, and logged.
• Acts as liaison between the Purchasing Division and other divisions and departments within the City. Works cooperatively as part of a team to ensure the procurement needs of the City are met.
• Provides backup in Purchasing Manager's absence.
• Complies with safety requirements of the position and actively promotes safe work practices.
• In an emergency event or an officially declared State of Emergency, responds as directed to ensure the restoration of essential public services, facilities and infrastructure.
• Performs other related duties.

 
Supervisory Responsibility
This position is a non-management position and does not encompass supervisory responsibility.

Review the full posting here.