Senior Procurement Analyst

JOB SUMMARY

The Senior Procurement Analyst must possess a solid foundation of public procurement knowledge and experience enabling independent work and decision making. Exercises the procurement authority delegated to this position by the City Council, City Manager and the Purchasing and Contracts Administrator through the City of Orange City Purchasing Code. Responsible for all aspects of the procurement cycle from initiation to contract closeout.

ESSENTIAL FUNCTIONS

Contract Management (40%)

• Solicitation process for complex projects
• Coordinate pre-solicitation meetings with Project Managers to gain project understanding in order to provide advice or direction on the solicitation type, and suggest best practices
• Work with requesting Department to develop and ensure clear specifications
• Develop and issue complex solicitations for a variety of projects including but not limited to professional services under the Consultants Competitive Negotiations Act (CCNA), vertical and horizontal construction and software agreements
• Develop special clauses, terms and conditions applicable for the type of solicitation including but not limited to sales tax recovery and owner direct purchases
• Conduct pre-bid conferences and site visits
• Review bids and proposals for compliance with the solicitation requirements, responsiveness and responsible determination, detailed price analysis and prepare tabulation sheets and cost comparison sheets
• Conducts negotiations on price, terms and conditions for a variety of solicitation types 
• Assist with reference checks as required
• Analyze vendor’s financial information to determine company’s stability and capacity
• Coordinate the evaluation of bids / proposals
• Conduct competitive negotiations covering rates and contract terms and conditions
• Review final recommendation for award
• Coordinate with the City Attorney in preparing contract documents for execution, ensure bonds and insurance are in compliance with the solicitation requirements
• Assist Departments with the preparation of agenda items for projects that require approval by the City Council, include supporting documentation
• Contract Administration functions may include monitoring vendor’s performance for any issues with delivery, quality or schedule and may require project site visits
• Maintain project file throughout entire process   
• Review request for compliance, prepare and issue Purchase Orders, Work Orders, Amendments and Change Orders
• Provide documentation and assist with responding to protests and claims

 Purchasing and Asset Administration (40%)

• Prepares cost evaluation sheets for solicitations
• Provides purchasing support in the issuance of notices, making of payment, updating of bonds and insurance, audits, and general compliance with all contract terms, conditions, and conformity to legal, fiscal, and administrative requirements
• Reviews and approves purchase requisitions and supervises the issuance of purchase orders and purchase order maintenance
• Coordinates with Account Payable to ensure efficient and effective payment processes
• Provide contract management for the City’s PCard and WEX Card programs
• Develop procurement milestones
• Research sources of supplies and conduct market research
• Train and assist internal customers on the City’s financial system
• Recognize deficiencies and recommend process improvements
• Respond to inquiries from suppliers and City staff including the City Manager and Finance Director
• Inventory and catalog City property to be designated as surplus by the City Manager
• Coordinate sale of surplus property with Auctioneer 
• Procures supplies, materials, equipment and services required by the City at the best value for complex projects.
• Trains internal and external customers and provides procurement guidance and support to ensure compliance with the City’s policies and procedures and state statutes
• Provides efficient customer service in a professional manner
• Performs duties and functions professionally with the highest ethical standards

General Finance Responsibilities (20%)

• Train and assist internal customers on the City’s financial system
• Recognize deficiencies and recommend process improvements
• Serve as backup for the Purchasing and Contracts Administrator in their absence
• Perform other duties as assigned or as may be necessary

OTHER DUTIES

• Prepares City Council Agendas, special reports and papers as needed
• Functions in various capacities and completes special projects as required by the City Manager and Finance Director
• All employees will have a role in the City’s disaster preparation and/or disaster recovery efforts, as may be designated in the City Comprehensive Emergency Management Plan

REQUIRED EDUCATION AND EXPERIENCE

• Bachelor's Degree in Business, Public Administration or another related field, or
• A minimum of five (5) years of progressively responsible contracts and procurement experience in municipal, county or state government
• Certified Public Purchasing Buyer (CPPB)
• A comparable amount of certification, education or experience can be substituted for the minimum qualifications

PREFERRED EDUCATION AND EXPERIENCE

• Master’s Degree in Business, Public Administration or another related field
• Certifications as an NIGP Certified Procurement Professional (NIGP-CPP)
• Certified Purchasing Manager (CPM)
• Certified Public Purchasing Officer (CPPO)

 ADDITONAL ELIGIBILITY REQUIREMENTS

• Valid Florida Driver’s License

 COMPETENCIES

• General knowledge of Florida Statutes, City of Orange City Code of Ordinances, and City of Orange City Purchasing Policy
• General knowledge of purchasing administration, contracting principles and practices, contract preparation, and bid procedures
• General knowledge of purchasing methods, competitive bidding practices, volume buying, contracts, and procedures
• General knowledge of Procurement in the public sector environment
• General knowledge of the various grades and qualities of commodities purchased, and the sources of supply and price trends
• General knowledge of Microsoft applications and financial software
• Ability to organize, prioritize, and complete job demands under pressure with short deadlines Ability to express ideas clearly and concisely, orally, and in writing
• Ability to coordinate the work of others and multiple projects at one time
• Ability to meet job demands under pressure with short deadlines, independently or as part of a team
• Ability to provide innovative and strategic approaches to problem solving
• Ability to make technical and analytical decisions that impact the entire organization

WORK ENVIRONMENT

• Primarily, works indoors in an office environment
• Typically, performs work in standard office lighting with significant exposure to a computer monitor
• Occasional field work and associated on site exposures

BENEFITS

• Four (4) weeks of Paid Time Off (PTO) accrued per year, no accrual cap
• 12 paid holidays
• Membership in the Florida Retirement System
• Option 457(b) retirement program
• Medical and Dental Insurance with no employee premium
• Employer provided Life, AD&D, and Long-Term Disability Insurance
• Optional Vision, Short-Term Disability, Supplemental Life Insurance, and Supplemental Health Benefits
• Free Gym Membership Option
• Education Reimbursement Program
• Optional 9/80 Work Schedule: 7:30am - 5:30pm Monday to Thursday, 8:00am to 5:00pm every other Friday. 26 non-working Fridays per calendar year.