Purchasing Analyst

GENERAL PURPOSE
The Purchasing Analyst position is responsible for monitoring contract performance, on a day-to-day basis, of both vendor and County personnel. 

SUPERVISION RECEIVED
This position reports directly to the Purchasing Manager.

SUPERVISION EXERCISED
This position is not responsible for the supervision of other employees.

ESSENTIAL DUTIES OF THE POSITION
Provides exceptional customer service by effectively communicating with visitors by telephone, email, or in person. Adequately resolves visitor issues, or directs visitors to appropriate staff able to provide assistance.

Ability to become proficient in the automated purchasing system, and provide training for users Countywide. Reviews and analyzes purchasing requisitions in the automated system for purchases requested to assure adherence to the fiscal limits guidelines.

Monitors the automated purchasing system and provides training for users Countywide.

Responsible for monitoring daily Purchase Requisitions to ensure compliance with policies and procedures.

Assists in the preparation of bid and RFP specifications. Coordinates requirements with user agencies to ensure timely input resulting in maintenance of schedule for projects.

Analyzes proposals and bid responses to determine lowest responsible bidder/proposer.

Assists Purchasing Manager and Purchasing Administrator with bid openings and development of tabulation sheets and formats for bids, as well as the tabulation and evaluation of bids and requests for proposal.

Analyzes proposals and bid responses to determine lowest responsible bidder/proposer.

Performs procurement tasks such as pricing and ordering materials and supplies, advising and assisting users with updating specifications and related procurement documents for specialized purchases.

Works with administrative personnel and others such as vendors, suppliers, and users to initiate and control use and purchasing/procurement of commodities. Provides information governing process and/or commodities, and explains need for different or additional information, action, or assistance.

Maintains and manages all portions of the Northampton County P-Card program.

Supervises contract performance by user agencies. Works with user agencies to ensure County compliance with terms and conditions of the contracts.

Assigns work to staff accountant responsible for reviewing contract billing issues. Authorized to withhold payment in part, or in full, when contract deficiencies are encountered, as allowed by standard contracting procedures.

Develops procedures and provides instruction to user agency personnel tasked with contracting administration functions.

Prepare reports on a periodic basis concerning contracts and contractors/vendors to document degree of contract compliance. Reports to be used for contract renewals, and to assist with evaluation of future bids/proposals by contractor/vendors.

*An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

REQUIRED MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCE– Graduation from an accredited college or university with a Bachelor’s degree in Business Administration or a related field; OR

At least five (5) years of satisfactory full-time professional experience working in procurement or contracting.

KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of the fundamental principles and practices of governmental procurement.

Ability to prepare, analyze, and award bids and proposals.

Understanding of the organization and functional structure of the County of Northampton.

Ability to research, gather, and analyze data, and make recommendations on issues, proposals, and projects.

Knowledge of the current issues affecting the community and County government.

Ability to read, analyze, and interpret applicable codes, ordinances, laws, and legislation.

Knowledge of the practices and techniques of administrative and statistical analysis, and report preparation.

Ability to utilize available computer hardware and software in the daily performance of duties and responsibilities.

Knowledge of effective customer service principles and practices. Ability to communicate clearly, both verbally and in writing.

Ability to develop and/or interpret rules, regulations, policies, and procedures for proper procurement.

Possession of the concepts and practices required for effective negotiating.

Ability to effectively manage multiple work assignments, set priorities, and meet established deadlines.

Knowledge of most effective information and data gathering techniques.

Ability to prepare accurate, clear, and concise reports and documents.

Possession of intermediate math skills, including basic algebra.

Ability to establish and maintain effective working relationships at all organizational levels, as well as with other agencies and the public.
Demonstrate and maintain a high degree of initiative, maturity, integrity, loyalty, account ability, creativity, and good judgement.

Ability to read, write, speak, understand and communicate in English to perform the duties of this position.

TOOLS AND EQUIPMENT
Telephone, personal computer (including word processing and spreadsheet software), calculator, writing implements, fax machine, copy machine, and paper shredder.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk or hear.  

The employee must occasionally lift and/or move up to twenty-five (25) pounds.  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is quiet.

SELECTION GUIDELINES
Formal application, rating of education and experience, interview, and reference check as well as job related tests may be required. 

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
 
FLSA STATUS:    FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME) 
DESIGNATION:    CAREER SERVICE
PAY GRADE:        RU-23
UNION STATUS:  AFSCME RESIDUAL UNION

Updated September 2024