Senior Management Analyst (Procurement)

Position

DEFINITION

Under general supervision, performs complex, and professional administrative, financial, systems, statistical and other management analyses in support of departmental or City-wide activities, functions and programs; recommends actions, policies and budgets associated with major City operations and programs; plans, lays out, supervises and evaluates the work of office clerical and support staff; and performs related duties as assigned.

CLASS CHARACTERISTICS

The Senior Management Analyst is distinguished from the Management Analyst job in that it performs a greater range of assignments, that are more difficult in nature, and that require higher level of decision-making. These projects tend to involve consideration of more tasks and variables, and often require coordination of the work with office staff and other parties. As opposed to the Management Analyst, this position is expected to regularly supervise assigned staff.

The employee is expected to exercise significant independent judgment in matters related to operations, research, planning and control, and the development and interpretation of policies and standards. Oftentimes, there are fewer precedents that are available to guide independent research and recommendations.

TheSenior Management Analyst in Finance will also be responsible for review of purchase orders, bids, requisitions, and specifications for accuracy; obtain competitive bid quotations from suppliers; assist in the development of agreements and contracts as a result of sealed bids; assisting department representatives relative to purchasing needs, proper purchasing procedures, vendor sourcing, bid evaluation, and order placement and contract administration.

Examples of Essential Functions

Plans, organizes, supervises and evaluates the work of the department's administrative office support staff; with staff, develops, implements and monitors work plans to achieve goals and objectives; supervises and participates in developing, implementing and evaluating plans, work processes, systems and procedures to achieve annual goals, objectives and work standards.

Plans and evaluates the performance of assigned staff; establishes performance requirements and personal development targets; regularly monitors performance and provides coaching for performance improvement and development; recommends compensation and provides other rewards to recognize performance; subject to management concurrence, takes disciplinary action to address performance deficiencies, in accordance with the City's personnel rules, policies and labor contract provisions.

Manages and evaluates the effectiveness of major City programs and contracts, and establishes work standards and specifications for vendors, contractors and consultants.

Plans, organizes and conducts administrative or management studies; determines analytical techniques and information-gathering processes and obtains required information and data for analysis; analyzes alternatives and makes recommendations regarding such areas as staffing, facilities, equipment, cost analysis, productivity, and policy or procedure modifications; discusses findings with management staff and prepares reports of study conclusions; assists in developing and implementing City-wide or program goals and objectives.

Develops and administers major elements of the City's budget, including gathering and analyzing data and information, and monitoring expenses; investigates and evaluates the need for changes in budgetary allocations during the fiscal year.

Employ advanced analytical tools and techniques to conduct through data analysis, crucial for shaping procurement decisions. Including evaluating expenditure trends, identifying avenues for cost reduction, and evaluating supplier performance.

Reviews contracts, invoices, vouchers and other documentation and performs various financial analysis and reconciliations.

Oversee procurement metrics, ensuring alignment with predefined benchmarks, and proactively identify enhancements to bolster operational efficiency and effectiveness.

Prepares technical reports, correspondence and other written materials; may develop design and produce charts, graphs, maps, and spreadsheets, including analysis and interpretation.

Provide centralized procurement services to departmental stakeholders, serving as primary resource for procurement-related inquiries, leveraging expertise to facilitate informed decision-making.

Minimum Qualifications

KNOWLEDGE OF:

• Advanced principles, practices and methods of administrative and organizational analysis.

• Public administration policies and procedures.

• Business computer applications, particularly as related to statistical analysis and data management.

• Financial/statistical/comparative analysis techniques and formulae.

• Budget development and administration methodologies.

• City's personnel rules and regulations.

• Principles and practices of effective supervision, including training and performance evaluation.

• Effective business communications and correct English usage, including spelling, grammar and punctuation.

• Research techniques, methods, and procedures, and report presentation.

• Advanced principles, practices, and methodologies in procurement.

• Experience with OpenGov is highly desirable.

ABILITY TO:

• Plan, direct and review the work of office support staff.

• Analyze complex administrative, operational and organizational problems, evaluate alternatives and reach sound conclusions.

• Collect, evaluate and interpret varied data, either in statistical or narrative form.

• Interpret and apply laws, regulations, policies and procedures.

• Prepare clear and concise reports, and other written materials.

• Maintain accurate records and files.

• Coordinate multiple projects and meet critical deadlines.

• Exercise sound judgment within established guidelines.

• Communicate clearly, concisely and effectively, orally and in writing.

• Use tact, discretion and sensitivity in dealing with sensitive situations.

• Establish and maintain effective working relationships with elected and appointed City officials and boards, other public agencies, employees, citizen groups, and the public.

• Operate computer-based word processing, desktop publishing and database management software and art and graphics equipment.

Additionally, this Senior Management Analyst in the Finance Department will also:

• Provide continuous effort to improve procurement operations, streamline work processes and work cooperatively and jointly with others in order to provide quality customer service.

• Prepare. analyze, and administer formal and informal competitive bid processes, including Requests for Proposals (RFP) and Invitations for Bid (IFB).

• Process purchase and contract requests, developing, coordinating, and/or preparing purchase orders, contracts, bids, and other procurement-related documents for the City.

Other Information

EDUCATION/EXPERIENCE

Any combination of training, education and experience which demonstrates an ability to perform the duties of the position. A typical combination would include graduation from a four-year college or university with major course work in business, public administration, or a closely related field. Four years of professional experience in administrative and management analysis, including at least one year of supervisory experience.

License or Certificate: A valid California Driver's License with a satisfactory driving record is required. CAPPO membership and certification as a Certified Professional Public Buyer (CPPB), Certified Public Purchasing Officer (CPPO), and/or Certified Purchasing Manager (CPM) are highly desireable.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this class, the employee is regularly required to communicate effectively verbally and in a written manner; observe and interpret data, and analyze and solve problems; work under changing and intensive deadlines with frequent interruptions; and interact with City officials, media, citizens groups, employees and others encountered in the course of work. The employee must be able to work indoor office environments/outdoor in the field environments (depending on position). The employee may have to move up to 50 lbs. and transport up to 10 lbs. objects frequently (depending on position). Vision abilities required by this job include the ability to detect, determine, perceive, identify, estimate, and assess work related objects and/or work products based on position specific designated tasks. The employee may be required to work overtime to complete assignments. Must be able to work a flexible schedule. Use of personal vehicle during employment may also be required.

APPLICATION PROCEDURE:

A City application form and supplemental questionnaire must be submitted and received by the closing date. Application materials may be obtained from the City of Vista, Human Resources Office, 200 Civic Center Drive, Vista, CA 92084 online at www.cityofvista.com. Feel free to contact us at: (760) 726-1340 or email us atjobs@ci.vista.ca.uswith any questions.

SELECTION PROCESS:

Candidates must clearly demonstrate through their application materials that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the position may consist of any combination of written, performance, and oral exams to evaluate the applicant's skill, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances which may include a physical, drug screen, and live scan fingerprinting. The provisions of this announcement do not constitute an expressed or implied contract, and any provisions contained in the announcement may be modified or revoked without notice.

The City of Vista is an Equal Opportunity Employer.

We welcome and celebrate diversity, inclusion and belonging in the workplace!

All qualified candidates and veterans are welcome to apply.

SCHEDULE OF EVENTS:

Wednesday, April 8, 2024, at 8:00 a.m. - Recruitment Closes

Week of April 15, 2024 - Virtual Oral Board

Please note, all dates are subject to change.