Procurement Analyst

GENERAL DESCRIPTION:

This is a professional position responsible for serving as Administrator in the preparation, issuance, and award of bids and proposals for the purpose of securing items and/or services within budget and in compliance with regulatory requirements. Duties include contract administration.  This position supports the Purchasing Manager’s duties in his/her absence.

ESSENTIAL JOB FUNCTIONS:

The following statements describe the principal functions of the job and its scope of responsibility but should not be considered an all-inclusive list of work requirements.  Individuals may perform other duties as assigned.  Procurements of goods and services:

1. This position is responsible for coordinating the procurement of goods and services required in accordance with all applicable federal, state and local laws, policies and procedures.  Prepare and maintain accurate records and follow-up.
2.  Analyze current procurement activities and recommend improvements through more efficient procurement methods, e-procurement, privatization, quantity discounts, standardization, value analysis or cooperative purchasing. Prepare and analyze competitive sealed bids, competitive sealed proposals, formal written quotes.
3. Assist in the preparation highly technical and complex specifications, contracts and solicitation documents, including all related research and value analysis.
4. Work with Departments to negotiate with consultants and contractors regarding specifications, scope of work, prices, terms and conditions.
5. Research market sources and suppliers to locate and ensure most cost effective and competitive pricing for the purchase of supplies and services.
6. Maintain the integrity of the public procurement process.
7. Facilitate Meetings: Conduct meetings, coordinate and supervise activities of evaluation committees.
8. Purchase Orders:  Review requisitions ensure proper procurement procedures are implemented. Recommend alternatives that would result in greater value.
9. Review and execute contracts, purchase orders, change orders and other documents within delegated authority.
10. P-Cards: Administer P-Card program, responsible for training, issuance of cards, review of receipt entry, reconciliation of monthly charges.  Conduct annual and periodic card inventories.
11. Customer Service: Confer with employees, consultants, contractors and suppliers in order to acquaint them with procurement policies and procedures and to obtain information on required products and services.
12. Effectively communicate purchasing policies and procedures.  Prepare training material and provide purchasing related training as needed.
13. Consistently follow Board policies and procedures.
14. Responds productively to change and performs all other related tasks/duties as required and as directed.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of the principals, practices, and legal requirements of public procurement.  
• Knowledge of general government operations including fixed assets, fuel sites, and purchasing card process.
• Ability to follow and enforce Board adopted policies and procedures.
• Ability to perform cost and statistical analysis. 
• Ability to maintain effective working relationships with coworkers, supervisors, managers, directors, Elected Officials, vendors, and the general public.  
• Ability to communicate effectively, both orally and in writing.
• Ability to utilize computer software programs such as Microsoft Office Suite that includes Word, Excel spreadsheet, PowerPoint and other database software.
• Ability to prepare specifications and evaluate quotes, bids, and proposals. 
• Ability to plan, formulate, and execute tasks and projects.
• Knowledge of Florida Statutes on Purchasing, Professional Services and Construction.
• Knowledge of Federal regulations related to grant funding.
• Ability to utilize computer software programs such as Microsoft Office Suites that include Word, Excel, PowerPoint, Adobe, and other software as needed.  Knowledge of Microsoft Teams, Cisco Jabber, FinPlus ERP and Cobblestone contract management software are a plus.

PHYSICAL SKILLS:

The person in this position: Must be able to remain in a stationary position for 70% of the time.  Must be able to frequently position self to reach files and other office items located on low shelves or the floor.  Must be able to inspect and assess daily email and postal mail correspondence. Frequently communicates with the public, vendors, businesses, co-workers, and the Board of County Commissioners.  Must be able to exchange accurate information in these situations.  Frequently operates various types of office equipment to include, but not limited to a computer and copy machine.  Occasionally ascends/descends stairs.  Rarely moves materials and office equipment weighing up to 25 lbs.  Constantly works in an indoor environment.  Rarely works in inclement outdoor weather conditions and have the ability to perform site-visits that may be of rough terrain or construction zone. Rarely operates motor vehicle for up to four (4) hours continuously or intermittently.  

MINIMUM QUALIFICATIONS:

EDUCATION AND EXPERIENCE:

Associates degree from an accredited college or university in Business Administration, Public Administration, or Accounting and a minimum of three (3) years of progressively responsible experience in purchasing, business analysis, or accounting, or 8 years progressively responsible professional experience may be substituted for the degree and experience.  Government experience preferred.

LICENSES, CERTIFICATIONS, OR REGISTRATIONS:

Must possess and maintain a valid Florida Driver License. 
Universal Public Procurement Certification Council (UPPCC) or National Institute of Governmental Purchasing (NIGP) procurement certification is preferred. 

OTHER JOB-RELATED REQUIREMENTS:

        Disaster Essential.

THE HIGHLANDS COUNTY BOARD OF COUNTY COMMISSIONERS
Does not Discriminate on the basis of age, race, sex, religious belief, color, national origin, disability/handicap, gender, gender identity, sexual orientation, genetics or any other legally protected group/class. We are proud to be a drug free workplace. Screening tests for illegal drug use may be required as a condition of employment