Procurement Analyst

Employees in this class serve as a mid-level rank within the Purchasing Department. This highly dynamic role is responsible for specialized and technical municipal procurement work involving all phases of the procurement process and research and analysis using technical information and specialized software.

An employee in this class is responsible for managing all procurement activity within assigned classifications. Tasks are of more than average difficulty and include forecasting requirements through analysis of historical data; researching and forecasting of market trends; developing advantageous contracts; reviewing and developing specifications; advertising and awarding of bids and contracts; and initiation of authorizing City Council resolutions. In addition, employees in this class are responsible for research and analysis of all commodity classifications and various other comparative purchasing analyses. Tasks are of considerable difficulty and include development of forecasting and analytical methods, design and preparation of reports, use of specialized software programs, recommendation of improved methods, and preparing/developing procedures. Under general supervision, employees are required to exercise considerable initiative and independent judgment. Work is reviewed through observation, conferences, documents, and reports submitted.

Reviews historical data for each assigned commodity class and develops management plan to provide advantageous prices and expeditious delivery through an effective balance of term contracts, blanket purchase orders, and open-market purchases.

Administers city-wide contracts through review of vendor performance and delivery history; develops advantageous contract terms and conditions; determines whether it is in the best interest of the city to renew or re-bid contracts; assures that contracts are properly executed; maintains contract files.

Reviews user department generated requests for the procurement of goods and services; recommends changes or substitutions, when necessary, to reduce cost, improve quality and/or facilitate delivery; reviews specifications for competitiveness, fitness for purpose, and format; reviews single source requests for validity, recommending other sources where appropriate; reviews blanket purchase order requests for reasonableness, recommending alternative methods when advantageous for the city.

Advertises formal bids and solicits quotations; determines when pre-bid conferences are required and presides over them, analyzes bids to assure compliance with City Charter, bidding laws, and purchasing procedures; reviews bid submissions and/or samples to assure that purchases comply with specifications and requirements; initiates authorizing resolutions for Purchasing Director, Mayor, and City Council approval.

Interviews vendors and their representatives; continually develops the Women/Minority Business Enterprises (W/MBE) vendor list, referring potential candidates to the W/MBE office for certification; develops reliable suppliers by constant evaluation of service and performance.

Acts expeditiously, in emergencies, to secure required goods or services, soliciting competitive quotations, when practical; requires and reviews emergency documentation; prepares approving resolution for the Purchasing Director, Mayor, and City Council approval.

Reviews and analyzes total procurement activity within and across commodity classifications; designs analytical reports for the use of management and lower-level procurement personnel; develops analytical techniques.

Consults with responsible procurement personnel regarding contractual coverage, market conditions, market forecasting, competition, and W/MBE development within commodity classifications.

Completes various special assignments as requested by management.

Performs related work as required.