Senior Procurement Analyst

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

This position is intended to primarily focus on procurement processes for public improvement projects such as large infrastructure and other construction projects. Duties include leading procurement processes for alternative delivery methods such as Construction Manager/General Contractor (CM/GC), and/or Design-Build (including Progressive Design-build, and Public-Private Partnerships) and projects with Federal funding.

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

• The online application completely filled out via Government Jobs/NeoGov (access also available on City of Bend website under Human Resources/Job Openings)

• Attached Cover Letter (Required)

• Attached 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 must be received by Wednesday July 17, 2024 (07/17/2024) at 12:00 pm (noon) Pacific Time to be considered.

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 Procurement & Public Contracts Manager, but has substantial responsibility relating to procurement and contract administration.Essential Functions Include:

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.

• 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 architectural, engineering, and related), 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, solicitation requirements, selection criteria, and scope of work or technical specifications. Identifies and assesses potential risks and proposes mitigation strategies.

• Receives bids and proposals, analyzes for responsiveness, facilitates evaluation committee, recommends contract award, 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 City 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  Procurement & Public Contracts Manager review.

• Recommends changes to document templates. Works with team to ensure changes approved by  Procurement & Public Contracts Manager are fully executed, distributed, and logged.

• Acts as liaison between the  Procurement & Public Contracts 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  Procurement & Public Contracts Manager's absence as directed.

• 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.

Skill Profile

The individual in this position is expected to possess and exhibit the following knowledge, skills, and abilities.

• Advanced knowledge of public sector procurement principles and practices, competitive bidding requirements, and exceptions including alternative contracting methodologies.

• Applicable Federal, State, and local laws, rules, regulations, codes, and/or statutes.

• Contract negotiations, administration, and maintenance principles and practices.

• Governmental accounting practices and processes, including but not limited to procurement requirements related to Federal and State grants.

• Principles and practices of effective negotiation.

• Technology related to the work.

• Internet researching techniques and methods to use on-line bidding and procurement systems.

• Policies and procedures related to purchasing of materials, supplies, equipment, services and for construction of public improvements.

• Record keeping principles and procedures.

• Computer applications related to work, including automated purchasing systems, word processing, and spreadsheet software.

• Techniques for providing a high level of customer service to public and City staff, in person and over email, chat, and telephone.

• Applying contract law and public sector procurement law and regulations.

• Applying and explaining policies, procedures, and practices of purchasing processes.

• Technical writing and proofreading, including the ability to draft contract language.

• Problem solving, critical thinking, and analytical skills.

• Establishing and maintaining a variety of projects and multiple tasks in an effective and timely manner; organizing own work; setting priorities and meeting critical time deadlines.

• Operating modern office equipment including computer equipment and specialized software applications programs.

• Comprehending and using English effectively including producing all forms of communication in a clear, concise, and understandable manner to intended audiences.

• Using tact, initiative, prudence, and independent judgment

• Establishing, maintaining, and fostering positive and harmonious working relationships with those contacted in the course of work.

Ability Requirements

The following capabilities are required to perform the essential functions of this position.

• Effectively communicate with others verbally and in writing, including by phone, email, or in person.

• Understand, remember, communicate, and apply complex oral and/or written instructions and factual information.

• Communication, interpersonal skills as applied to interaction with coworkers, supervisors, the general public and other stakeholders sufficient to exchange or convey information to provide and receive work direction.

• Ability to apply and explain policies, procedures, and practices of purchasing processes.

• Ability to write, proofread, draft contract language use proper grammar, spelling, vocabulary, and punctuation.

• Ability to analyze problems and effectively problem solve.

• Demonstrate a high attention to detail.

• Manage a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.

• Maintain advanced working knowledge of specialized procurement program and software programs such as Microsoft Office including Word, Outlook, Excel and PowerPoint and other interactive computer programs as well as operating common office equipment.

Education, Experience, Certifications and/or Licenses

The following are the qualifications for this position.

Minimum Qualifications

• Bachelor's degree (B.A./B.S.) from four-year college or university or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities as outlined in this job description. 

• 4 to 5 years' experience in a similar position and/or performing similar tasks.

• Current and valid Driver's license per City policies outlined in the Employee Handbook.

Preferred Qualifications

• Experience preparing and conducting complex procurements, preferably involving public purchasing experience.

• Experience delivering construction projects through alternative methods such as Construction Manager/General Contractor (CM/GC), and/or Design-Build (including Progressive Design-build, and Public-private Partnerships).

• Experience preparing and conducting procurements with Federal funding.

• Desirable certifications: Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), National Institute of Governmental Purchasing - Certified Procurement Professional (NIGP-CPP), Associate Design-Build Professional (Assoc. DBIA), Design-Build Professional (DBIA), or other certifications related to procurement are preferred.

Classification Framework: SENIOR PROCUREMENT ANALYST

• To view the full Classification framework, click here