Purchasing Analyst II

JOB CODE: 1314

PAY GRADE: 1180

SALARY RANGE: $35,516 - $60,464

LOCATION OF WORK
Purchasing Department

GENERAL DESCRIPTION
Under the direction of the Senior Purchasing Analyst, performs highly responsible 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 responsibility for 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 departments/agencies of the City-Parish and the vendor community; Submits actions for review and approval for procurement related activities, programs, and projects. Performs other work as requested.

ESSENTIAL WORK TASKS
Develops, negotiates, awards, and manages a system of complex 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 Departments/Agencies above their delegated authority. Develops detailed technical specifications on purchases requiring special knowledge of complex commodities in order to receive accurate bids; analyzes and tabulates results, recommends award to the appropriate bidder, and prepares award documents for purchase order or contract development; ensures specifications are unrestrictive and adequately descriptive of City-Parish requirements. Participates, organizes, and conducts pre-bid conferences for purposes of fostering competition, gaining both end-user and vendor input, explaining bid and contract requirements, and correcting possible ambiguities. 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. Provides close regulatory supervision over City-Parish Departments/Agencies by providing direction, training, and guidance to administration, department leaders, and staff in problem resolution concerning contracts or projects; explains current procurement laws, policies, and procedures. Works with City-Parish Administrators, high level officials in private industry, governmental bodies, and other personnel to solve problems associated with purchases and contracts; serves as a specialist in city-wide procurement of commodities and services. 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 that processes requisitions, purchases, and changes orders by providing assistance and recommendations as needed; refers users to others for training, database assistance, and communication problems. Reviews and recommends approval of emergency and other non-competitive purchases for agencies of the City-Parish; prepares change orders for purchase orders. Adheres to all safety rules, procedures, and practices and uses personal protective equipment and devices provided as a condition of employment; makes safe work practices a part of all operations. Assists in planning, organizing, and conducting workshops and seminars to inform agency personnel and vendors of all procurement laws, policies, and procedures.

KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of purchasing methods and procedures and the preparation of detailed purchasing specifications. Knowledge of basic mathematics and statistics. Knowledge of supply sources, local vendors, and market and pricing trends. Knowledge of federal, state, and local purchasing laws and regulations. Knowledge of the supply and equipment needs of City-Parish Departments/Agencies. 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 and 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