Purchasing Analyst I

JOB CODE: 1312

PAY GRADE: 1160

SALARY RANGE: $32,215 - $54,842

LOCATION OF WORK
Purchasing Department

GENERAL DESCRIPTION
Under the close supervision and direction of the Senior Purchasing Analyst, performs technical work in the large scale purchasing of a wide variety of supplies, materials, and equipment in the centralized purchasing program of the City-Parish government. Work involves soliciting, awarding, managing, and auditing one-time and annual contract purchases for a wide variety of commodities. Processes solicitations for goods or services exceeding the delegated authority of City-Parish departments/agencies. Employees of this class perform varied duties with some independence and others duties under close supervision. Work is reviewed through observation of results obtained. Differs from Purchasing Analyst II classification by the degree of close supervision required, complexity of procurement processes/activities, and independent interaction with department and vendor personnel. Performs other work as requested.

ESSENTIAL WORK TASKS
Assists in developing, negotiating, awarding, and managing a system of annual City-Parish contracts for the purchase of a wide variety of commodities and ensures compliance with all regulatory requirements. Purchases supplies, services, and equipment for all City-Parish agencies/departments above their delegated authority. Assists departments to develop technical specifications on purchases for various commodities in order to receive accurate bids from variety of vendors; prepares schedules for advertising and opening bids; analyzes and tabulates results; recommends award to appropriate bidder; and prepares award documents for purchase order or contract development; ensures specifications are not restrictive but adequately describe City-Parish requirements. Assists in planning, organizing, and conducting workshops and seminars to inform agency personnel and vendors on all procurement laws, policies, and procedures. Monitors, evaluates, and forecasts economic and market conditions to determine proper actions relative to contracts which will best serve the economy and supply needs of City-Parish departments/agencies. Works with agency administrators, officials, and other personnel to solve problems associated with purchases and contracts. Performs an audit function to ensure compliance with purchasing rules and regulations by reviewing and recommending final approval or disapproval of procurements and payment voucher documents. Serves as primary liaison to user agencies on a daily basis concerning the online purchasing system processing of requisitions, purchase orders, and changes orders by providing assistance and recommendations as needed; refers users to others staff as needed for training, database assistance, and communication problems. Functions as an inspector by making on-site visits to vendor sites and City-Parish departments/agencies to investigate problems with goods received and to insure vendors' compliance with product specifications. Reviews and recommends the approval of emergency and other non-competitive purchases for agencies of the City-Parish; prepares change orders for purchase orders. Maintain a working knowledge of the La. Statute Title 38 and all rules, regulations, policies, procedures, and public bid laws. Investigates complaints on behalf of vendors, departments, or agency personnel; appraises the situation objectively and issues recommendations for solution. Responsible for adhering to all safety rules, procedures and practices, and use of personal protective equipment and devices provided as a condition of employment; responsible for making safe work practices a part of all operations.

KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of purchasing methods and procedures. Knowledge of state and local purchasing laws and regulations. Knowledge of the sources of supply, local vendors, market and price trends. Ability to make complex arithmetical calculations accurately and with reasonable speed. 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 general 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