Procurement Analyst

The City of Raleigh is seeking a Procurement Analyst to join our Engineering Services Department. This position will provide professional procurement of goods and services and will primarily serve as a contract specialist within the Engineering Services Department, Facilities and Operations Division, provide contract administration through the entire contract process from solicitation efforts through contract compliance in the field, building rapport with internal and external stakeholders impacted by the division's contracts, and to assist in streamlining the procurement process for the division as it relates to projects and contracts. This role will work in coordination with the existing Fiscal Analyst of the division, although assignments will be divvied out and specified amongst the two positions.

About You:

We are looking to employ a reliable individual with the ability to manage in a fast-paced work environment with competing deadlines and knowledge of the City’s procurement and contract process to provide exceptional support for the Facilities and Operations Division. Must have a strong work ethic with positive orientation and willing to learn and grow to prepare for the potential of future advancement.  

About Us:

Engineering Services is a department dedicated to providing services to internal and external stakeholders through multiple divisions including Construction Management, Integrated Facility Services, Facilities and Operations, Vehicle Fleet Services, Roadway Design and Construction, and Stormwater. This position is assigned to the Facilities and Operations Division, which is responsible for a diverse number of functions and activities that serves the entire City organization such as day-to-day and preventive operations and maintenance of facilities, customer-based service deliverables, special events and meeting set-ups, emergency response in inclement weather, disasters, or emergencies, and critical equipment management.

Duties and Responsibilities

Coordinate with the division’s Fiscal Analyst to perform analysis, reviews and/or audits of financial information to ensure accuracy and compliance with applicable policies, procedures, regulations and requirements and provides summary reporting and prepares recommendations based on findings

Perform research and review of contract documentation, payments/receipts, requisitions, and/or other fiscal process related to contracts and verifies accuracy, compliance, and/or need for change pertaining to area of management in coordination with the division’s Fiscal Analyst

Provides routine updates to the Maintenance and Operations Supervisor on statuses of projects and contracts. Maintains documentation and updates for divisional support ahead of scheduled project meetings

Provide professional and technical support of assigned program or special project which may include budget input, monitoring and analytical support

Serve as division liaison for contract process including compliance and execution of solicitation efforts, drafting and routing process, and compliance/quality control by awarded vendors for confirmation of services and payment. Includes administering the review and routing of new contracts, contract renewals, and amendments, maintaining contract templates and determining required contract documentation, and managing internal division process through close-out of contract

Review and evaluate contract prices, cooperative purchasing programs, and/or quotations for contractual services while ensuring compliance with City-wide purchasing policy and regulations

Informs the Fiscal Analyst and Maintenance and Operations Supervisor of any concerns relative to budgetary impacts and/or noticeable trends as it relates to contract under area of management

Work in coordination with the division’s full administrative team for procurement and reconciliation process pertaining to items under area of management

Provide customer service for internal and external clients, engage with stakeholders and organizes meetings, research and probe to resolve problems, oversee customer service relations for direct reports (if applicable) and provide resources needed to attain results and contribute to ensuring divisional goals are met

This position will be required to operate a City-owned vehicle for off-site meetings related to projects under area of management and for participation as an essential staff under Facilities and Operations

Typical Qualifications

Education and Experience:
Bachelor's degree in business administration, finance or directly related field and one year of professional procurement experience involving the purchase of goods and services, preferably in the public sector

OR

An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation.

Licensing and Certifications:

• Valid North Carolina Class C Driver’s license with a satisfactory driving record, or the ability to obtain within 60 days of hire

Additional Information

Knowledge, Skills and Abilities:

• Principles and practices of program administration and management
• Principles and applications of critical thinking and analysis
• Principles and methods of qualitative and quantitative research
• Principles and practices of procurement contract administration
• Modern budget practices
• Customer service principles
• Strong work ethic
• Gathering data, analyzing findings and applying logic and reason
• Researching industry trends, solutions and best practices
• Interpreting, monitoring and reporting financial information and statistics
• Authoring and preparing original reports, documents and presentations
• Monitoring purchasing and/or contract schedules, status and compliance
• Organizing and maintaining program/process documentation, schedules, records and files
• Coordinating deadlines and prioritizing competing demands
• Interpreting and applying applicable laws, codes, regulations and standards (based on assignment)
• Utilizing a computer and relevant software applications
• Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisors, the general public and others to sufficiently exchange or convey information and to receive work direction

ADA AND OTHER REQUIREMENTS:

Positions in this class typically require: fingering, grasping, talking, hearing, seeing and repetitive motions.

Sedentary Work: 

Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Working Conditions: 

Work is routinely performed in an indoor, office environment.

Note:
This job classification description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and Fair Labor Standards Act (FLSA) designation may vary based on the specific tasks assigned to the position.