Procurement Analyst I

Under general supervision, this position performs a variety of entry-level professional, procurement and contracting duties and assists with the overall operations of the Purchasing Division by working with departments to coordinate the routine procurement of materials, supplies, equipment, and services needed for departments in order to support City operations. This position performs the full range of procurement duties, including developing quotes, bids, request for proposals, conducts 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.

• Coordinates and performs entry-level professional administrative and programmatic work in procurement and contract administration.

• 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.

• Prepares, distributes, 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.

• Negotiates contracts and 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.

• Conducts research relative to products, services, and suppliers.

• Creates procurement documents and purchase recommendations for City Council award authorization.

• Attends/leads meetings, including pre-bid and post-bid debriefings and ensures compliance in the processes.

• 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.

• Serves as backup to the Procurement Associate position and assists Procurement Associate with the City's surplus auction program.

• Provides related software training, guidance, and technical assistance to City staff.

• Assists in the development of Citywide purchasing programs by working with vendors.

• Assists departments with the administration of purchasing related contracts.

• Assists with the City's procurement card program including credit card transaction review, transaction integration with the City's financial system, enhancement of the system, training employees, and maintaining employee databases within the bank's credit card program.

• 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.

• 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.

• Coordinates e-procurement programs.

• Promotes positive, productive work relations with City employees, elected and appointed officials, representatives from other organizations, and the general public.

• 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.

• Assists with preparing, and applying for various awards such as the Excellence in Procurement Award (AEP).

• Other duties as assigned.

MINIMUM REQUIRED QUALIFICATIONS

• Associates Degree in Business Administration, Accounting, or related field.

• Two (2) years professional level work experience in procurement, project management accounting, finance, municipal government, or related field.

OTHER REQUIREMENTS

• Must obtain Certified Professional Public Buyer (CPPB) from Universal Public Procurement Certification Council (UPPCC) based on the requirements of the certification and at the time the employee becomes eligible for testing.

• 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.

• Must be results-oriented, organized detail-oriented with good problem-solving, record-keeping and critical thinking skills ability and must consistently produce high-quality work/results, willing to learn, and able to prioritize and multitask in a fast-paced and demanding environment.

• User experience with enterprise resource planning systems (ERP) and electronic purchasing systems, such as JDE and MITN.

• Intermediate proficiency with office computers and related business applications.

• Basic accounting procedures and practices.

• Business letter writing and report preparation.

PREFERRED QUALIFICATIONS

• Bachelor's Degree in Business, Public Administration, Finance, Accounting or a related field.

• Active involvement with a recognized purchasing association, or related membership organizations.

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.  Requests for reasonable accommodation should be submitted to the Human Resources Department.

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing 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).

Examination Information:

Performance Test:  To evaluate skill with Excel, Word and PowerPoint (70% passing).

Oral Evaluation of Qualifications:  To evaluate technical knowledge, decision-making/problem solving skills, employment history, communication skills, and other factors related to successful performance in this position.

Note:  The above examination information may be modified for this or future postings.  

APPLICATION PROCESS

Please complete an on-line application, located on the City's website at http://www.rochesterhills.org. by posting deadline. First consideration will be given to applicants who apply by July 5, 2024.

Note Regarding Starting Wage:  Each position at the City of Rochester Hills has an assigned Pay Grade consisting of 6 steps.  New employees generally start at Step 1 to allow for growth and wage progression, aligned with the City's annual review process. The City will evaluate the applicant's skills and experience to determine whether a higher Step placement is appropriate.

We value diversity, equity and inclusion as a foundation for innovation and seek candidates who represent a variety of backgrounds and perspectives.