Procurement Analyst I

General Description of Duties

NOTE TO INTERNAL APPLICANTS: INTERNAL CANDIDATES IN THE SAME CLASSIFICATION AND/OR PAY GRADE AS THE POSITION POSTED WILL NOT RECEIVE A PAY ADJUSTMENT IF SELECTED.

Under general supervision, performs specialized work in the purchase of a variety of commodities, supplies, and equipment for the County. Employees in this classification function at journey professional level to perform detailed work in the preparation, research, writing, evaluating and administration of bids and contracts. Work involves communication with vendors and departmental officials on purchasing problems and shipping, receiving, and invoicing problems and processes.

Essential Job Functions

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Performs routine purchasing work according to generally accepted public procurement principles, established procedures, departmental guidelines, and regulatory requirements applicable to the work.
• Monitor, review and process departmental requisitions and specifications for accuracy and conformance with established policies and procedures: communicates with various departments users to determine needs for commodities materials, supplies and equipment.
• Reviews solicitations for responsiveness to specifications, conditions and requirements; Works with department users to evaluate bids to ensure compliance with procurement policies and regulations while fulfilling department needs; reviews department requisitions for purchase orders; maintains file of vendors; checks prices and approves requisitions for purchase order issue.
• Tracks purchase requisitions and purchase orders on computer; investigates any outstanding purchase orders; works closely with requesting divisions/offices and the supplier to reconcile problems pertaining to invoices, delivery of goods, or other procurement processes.
• Communicates with vendors on product pricing, specifications and availability; participates in bid reviews with vendors; discusses results with department users.
• Conducts meetings, interviews vendors, evaluates new products, and solicits user feedback for needed goods; coordinates and conducts meetings and training sessions with County departments/offices.
• Performs various administrative support duties, e.g. filing materials, copying documentation, entering data into computer system.
• Performs duties as assigned/necessary which are related, or logical in assignment to the position.

Minimum Qualifications

• Education: Associates Degree in Business Administration / Management, Public Administration, Financial Management, or a closely related field.

• Experience:

• Two (2) years of procurement or contract management, project management, and monitoring responsibilities to include skills in reviewing, evaluating, and monitoring vendor performance.

• One (1) year of public sector procurement experience is preferred.

• Certifications/Licenses: CPPB certification preferred.

• Miscellaneous:

• An equivalent combination of training / experience and certifications may be used to substitute Education requirement.

• Must possess and maintain a valid Florida driver's license.

Knowledge, Skills and Abilities

• Basic knowledge of public purchasing and general accounting principles and techniques.
• Skill in performing routine to moderately complex mathematical computations and tabulations accurately and efficiently; intermediate level business mathematics, including addition, subtraction, multiplication, division, percentages, and decimals.
• Ability to perform in accordance with pre-established local, State, and Federal policies, procedures, and regulatory requirements applicable to the work.
• Ability to effectively communicate both orally and in writing.
• Ability to utilize personal computers, standard office equipment, and standard software applications, e.g., word processors, database software, spreadsheet applications.
• Ability to read and interpret technical and legal documents, operation and maintenance instructions, and policy and procedure manuals.
• Ability to establish and maintain effective working relationships with unit employees, employees in other departments, public/private sector contacts, vendors, and the general public.
• Ability to maintain effective records maintenance and file management systems.
• Ability to organize work, establish priorities, meet established deadlines, and follow up on assignments with a minimum of direction.
• Skill in preparing complex correspondence, summaries, and reports in a clear and concise manner; skill in business English, e.g., correspondence formats, spelling, punctuation, and grammar.
• Ability to access, operate, and maintain various software applications.
• Skill in reading, updating, and maintaining various records and files; skill in complex administrative support functions, e.g., records maintenance, data analysis, reports processing, and documentation proofing.

PHYSICAL DEMAND REQUIREMENTS:

Physical Demand: Light

• 20 pounds maximum lifting.
• Frequent (up to 2/3 of the work time) lifting, carrying up to 10 lbs.
• If less lifting is involved, significant walking/standing may be required.
• If mostly sitting is involved will require push/pull on arm or leg controls.
• Expressing or exchanging ideas by spoken word or perceiving sound by ear.
• Good eyesight for production or safety of self and others.
• Physical agility is required in kneeling, bending, stooping, and reaching.
• Required to have clear vision at distances of 20 inches or less.