Chief Purchasing Analyst



JOB CODE: 1318

PAY GRADE: 2240

SALARY RANGE: $45,329 - $76,818

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 professional supervisory, administrative, management, and technical work in large scale purchasing of a wide variety of supplies, materials, equipment, and services in the centralized purchasing program of the City-Parish government. Work involves coordinating and supervising the procurement activities, the responsibility of overseeing the negotiating and preparation of annual contracts for the purchase of supplies and services, and for development of specialized and complex specifications in order to receive and award accurate bids. Work involves the exercise of review and approval authority, as delegated, for bid solicitations, bid awards, and the issuance of Purchase Orders and Contracts. Work involves the analysis of data and preparation of statistical reports. Work also involves researching laws, rules, and regulations governing the City-Parish in the procurement of goods and services in adhering to the compliance with such, 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
Coordinates and manages the work activities of the Purchasing Department; manages the development of bid solicitations and contracts awards for a variety of goods and services on behalf of agency and department users. Exercises final review and approval authority, as delegated, in the issuance of bids, purchase orders, and contract awards. Develops and manages proper workflow processes; provides high-level technical/administrative guidance on work requirements and methods. Manages the establishment of contracts, contract compliance, and resolves contract issues. Examines for accuracy and completeness to documents involved in the procurement process, including bid specifications and awards. Analyzes and evaluates purchases for compliance with policies and procedures, ordinances, and Public Bid Law; conducts routine audits. Analyzes data and compiles information for statistical purposes; creates necessary reports regarding City-Parish procurement. Develops and conducts training programs for procurement team and agency and department users related to procurement processes. Works to resolve any concerns from vendors and department officials; supervises the public bid openings and resolves issues as they occur. Ensures records are maintained and procurements are documented from origination through completion; assists in the procurement of complex procurement projects and initiatives. Assists in the formation of policies and procedures and provides recommendations for changes. Manages staff evaluation and performance; participates in personnel hiring and discipline functions; supervises section supervisors.

KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of governmental procurement principles, methods, and procedures, including the laws and statutory requirements governing competitive bidding processes for purchases. Knowledge of the formal and informal bid process. Knowledge of technical specification writing to comply with public bid laws. Knowledge of governmental accounting standards and practices. Knowledge of various City-Parish departments and agencies, constitutional offices, and non-departmental activities of the City-Parish Government. Knowledge of the federal and state laws, ordinances, and regulations governing procurement activities of the City-Parish government and user agencies and departments. Knowledge of mathematics and statistics. Skill in the use of standard office technology related to procurement and financial operations. Skill in the windows-based word processing, spreadsheets, automated accounting systems, and database software applications. Ability to analyze bids and manage the competitive bid process and the City-Parish's compliance with regulatory standards governing the work. Ability to prepare and complete reports related to procurement activities. Ability to analyze the procurement needs of municipal departments and user agencies and to develop and manage a procurement program to provide effective services. Ability to independently complete special projects and assist with highly technical or complex projects. Ability to analyze a variety of procurement problems, make proper recommendations on the purchase of supplies, materials, equipment, services, and negotiate terms of contracts. Ability to work with computerized purchasing systems to facilitate the procurement process. Ability to organize, supervise, manage, and evaluate the work of staff to accomplish the goals and objectives of the department. 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 in public administration, finance, accounting, management, or supply chain management and four years of experience in procurement, contract management, and compliance, including two years of supervisory experience.

SUBSTITUTIONS
Master's degree in public administration, finance, accounting, management, or supply chain management may be substituted for two years of required experience; a Juris Doctorate will substitute for three years of the required experience; 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.

CERTIFICATIONS / LICENSES / REGISTRATIONS
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.