POSITION SUMMARYThe Purchasing Analyst is responsible for the analysis and oversight of the day-to-day purchasing processes within the Purchasing Division. This position will have major responsibilities in assisting City department in the creation of bid scope and specification documents. Serves as key contact for other City departments, ensuring accurate and expedited purchasing functions. Works with Purchasing Commissioner on organizational wide strategic sourcing initiatives. Analyzes drafts and recommends improvements to current purchasing and contract management systems and processes. Develops and provides end-user training on the purchasing process. Represents the Division at meetings, events and certain decision-making processes.
ESSENTIAL JOB FUNCTIONS- Performs analysis and oversight of day-to-day purchasing processes.
- Collaborates with other City divisions to develop and produce detailed and uniform scope and specifications documents and other memoranda (i.e. spreadsheets, presentations, memos, bids/requests for proposals, etc.) for projects going out for bid.
- Researches and proposes modifications and enhancements to the purchasing process in order to increase productivity, improve end-user experience, and reduce costs of service.
- Assist the Commissioner of Purchasing and Supplies with strategic sourcing and other responsibilities of the Division, working without close supervision
- Strives to maintain positive intra-departmental relations.
- Develops and submits recommendations for process improvements, up to and including, presentations for cabinet staff and general workforce.
- Prepares reports, correspondence, and other materials related to work assignments.
- Coordinates, updates, revises and performs procurement training for City departments.
- Researches, compiles, and analyzes information related to the Division of Purchasing.
- Creates and presents reports derived from ERP system data.
- Manages the procurement and financial processes within the ERP system.
- Represents the Division of Purchases and Supplies at departmental meetings, public events or functions;
- Supervises subordinate personnel within the Division of Purchases and Supplies as assigned.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:- Communication methods and procedures.
- Governmental accounting principles, practices and procedures.
- Procurement and financial processes.
- Departmental and Divisional programs and objectives.
- Modern computer software including, but not limited to, Microsoft Office programs.
- Rules, regulations, laws, policies, and procedures governing the activities of the Division.
- Investigative and research methods and techniques.
- The City's organizational structure.
- The principles of management, supervision, and training.
Skill in:- Managing relationships with vendors.
- Analyzing complex problems, evaluating alternatives and making sound recommendations.
- Working on improvements and enhancements to processes.
- Effectively presenting information and responding to questions from groups of managers, clients, outside agencies, and the general public.
- Writing and speaking that is easily understood by others.
Ability to:- Work with individuals of diverse backgrounds.
- Establish and maintain effective working relationships with subordinates, peers, superiors, vendor representatives and clients.
- Multi-task in a fast-paced environment.
REQUIRED EDUCATION, EXPERIENCE, AND CERTIFICATIONS- Bachelor's Degree in Business Administration, Finance, or closely related
- Two (2) years of experience in the purchasing of materials, supplies, equipment and/or services of which one (1) year must have been in a supervisory capacity.
PREFERRED EDUCATION, EXPERIENCE AND CERTIFICATIONSPHYSICAL DEMANDSThe physical demands described within this job description must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.In this position, the employee will frequently stand, walk, and sit. Speaking, writing, and listening are constant essential functions of this position.
WORK ENVIRONMENTThe work environment described within this job description will be encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The employee is frequently indoors with rare outdoor work and occasional extended work hours. The noise level in the environment is usually low. Travel to various worksites is rare, however, may be required.
If you need assistance or an accommodation, or if you have questions about completing the online application, please contact the Department of Human Resources at (419) 245-1500.
