Senior Purchasing Analyst



JOB CODE: 1316

PAY GRADE: 2220

SALARY RANGE: $41,114 - $69,955

LOCATION OF WORK
Purchasing Department

GENERAL DESCRIPTION
Under the direction of the Purchasing Director and Assistant Purchasing Director, receiving broad review while performing highly responsible technical, supervisory, and management work in large scale purchasing of a wide variety of supplies, materials, and equipment in the centralized purchasing program of the City-Parish government. Work involves supervising and managing a specialized area of responsibility involving the negotiating and preparing annual contracts for the purchase of supplies and services, and for developing specialized specifications in order to receive and award accurate bids. Work also involves researching laws, rules, and regulations governing the City-Parish in the purchase of materials, supplies, and equipment, as well as the performance of other duties related to purchasing functions. Provides close regulatory supervision over department and agencies of the City-Parish and the vendor community. Submits actions for review and approval for procurement related activities and programs/projects. Performs other work as requested.

ESSENTIAL WORK TASKS
Manages the day-to-day operations of the procurement process. Demonstrates strong leadership and managerial competencies, including integrity, accountability , communication skills, and commitment to teamwork and excellence in responsibilities such as selecting, mentoring, coaching, supervising, motivating, and training procurement staff. Sets work objectives; directs, supervises, and reviews staff and staff assignments. Provides high-level technical/administrative guidance on work requirements and methods. Manages and reviews documents for the procurement of all supplies, equipment, and services for the Authority and ensures compliance of the Procurement Policy and Procedures Manual, as well as applicable federal, state, and local laws. Establishes bid standards and prepares procurement documents to publicly solicit bids and contracts for the purchase and lease of materials and services. Identifies suppliers that satisfy City-Parish contracting and purchasing requirements; maintains positive vendor relations. Manages the preparation of solicitation documents and offers. Oversees the process for the evaluations of proposals, offers, and bids in accordance with internal policy and external local, state, and federal regulations while selecting the best supplier in accordance with solicitation requirements. Assures suppliers deliver materials and services in accordance with standards of price, time, quantity, and quality agreed upon. Ensures records are maintained and procurements are documented from origination through completion. Maintains complete record of authority over contracts for goods and services. Writes and reviews action items before obtaining Director's approval on solicitations, contract, awards, and modifications. Makes recommendations on policies and procedures as needed to ensure the success and compliance of all procurement related activities. Coordinates routinely with other departments to assure effective and timely proficiency and team work in procuring goods and services; provides procurement research, guidance, and direction by presenting available procurement options. Conducts evaluations of procurement staff for review and approval of the Director; coaches, trains, counsels, and advises staff; takes corrective action as needed. Incorporates best practices and market research into procurement practices to ensure City-Parish obtains the best possible price. Exhibits a strong sense of urgency to maintain high personal performance while making decisions and allocating resources in a cost-efficient manner.

KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of purchasing methods and procedures and the preparation of detailed purchase specifications. Knowledge of basic mathematics and statistics. Knowledge of the sources of supply, local vendors, market, and price trends. Knowledge of federal, state, and local purchasing laws and regulations. Knowledge of the supply and equipment needs of City-Parish departments and agencies. Knowledge of excellent English, spelling, and arithmetic. Skill in the use of modern office equipment, such as: the telephone, copier, typewriter, computer terminal, and related peripherals. Skill at the WINDOWS-based word processing, spreadsheets, automated accounting systems, and database software applications. Skill in proof reading bids, documents, policies, procedures, etc. Ability to be a self-starter, work independently, and energetically approach tasks assigned. Ability to demonstrate good common sense and sound judgment. Ability to adapt to all situations and work varied hours; possibly work weekends or evenings. Ability to perform at high levels in a fast paced ever-changing work environment. Ability to anticipate work needs and follow through with minimum direction. Ability to sort, check, count, and verify numbers. Ability to multi-task, prioritize, and work efficiently. Ability to listen, communicate (written and verbal), and follow-up effectively with all staffing levels and clients/customers. Ability to develop and compare specifications and bids and to tabulate and analyze bids. Ability to negotiate and prepare annual contracts for the purchase of services and supplies. Ability to analyze departmental supply requests and prepare detailed technical bids. Ability to provide regulatory supervision to the City-Parish departments relative to procurement and procurement related programs/projects. Ability to establish and maintain effective working relationships with vendors, other employees, and the public. Ability to apply good work habits such as punctuality, reliability, preciseness, and dependability in order to effectively complete assigned tasks and contribute to the smooth operation of the department and division.

MINIMUM REQUIREMENTS

EDUCATIONAL AND EXPERIENCE
Bachelor's degree and five years of experience in procurement or other business administration related activities.

SUBSTITUTIONS
Master's degree in public administration, business administration, management, finance or accounting may be substituted for two years of required experience; or certification by the Universal Public Purchasing Certification Council (UPPCC) as a Certified Professional Public Buyer (CPPB) or a certified Public Purchasing Officer (CPPO) may substitute for one year of required experience; or any equivalent combination of education and experience.

CERTIFICATIONS / LICENSES / REGISTRATIONS
(Unless otherwise specified below, must possess at the time of appointment and must be maintained current throughout employment in this classification.) None.

OTHER JOB ASPECTS
None.


NOTE:
The work examples described in this specification are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from job performance requirements if the work is similar, related, or a logical assignment to the job.