Purchasing Analyst

ABOUT THE POSITION:

The City of Monterey currently has one (1) full-time Purchasing Analyst position vacancy in the Finance Department. In this dynamic position, you'll be instrumental in developing, implementing, and monitoring procurement policies, ensuring compliance with regulations, laws, and contracts. Your expertise will contribute significantly to crafting precise specifications for goods and services, preparing requests for bids and proposals, and offering technical staff assistance.

SUMMARY: Under general supervision of the Finance Director or designee, manage and coordinate the City's purchasing function. Participate in the development, implementation and monitoring of procurement policies, regulations,
laws and contractual compliance. To provide highly responsible and technical staff assistance in developing specifications for goods and services including requests for bids and proposals. Perform related work as required.

ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

- Administer the procurement of City materials, supplies, equipment, and services.
- Manage and coordinate the City's purchasing process.
- Train and advise all city personnel on processes, assisting on compliance with City code and purchasing policies, monitoring purchase orders and encumbrances, assisting with piggyback contracts, as well as formal bid processes.
- Track City-wide multiyear contracts for budgeting purposes.

- Assist in managing the recording and tracking city fixed assets and preparation of fixed asset reports for annual financial reports and audit purposes.
- Review and approve purchase orders and requisitions for accuracy and compliance with government code requirements.
- Support the relationship between the City of Monterey and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff.
- Confer with multiple vendors as to availability of goods, prices, deliveries, discounts, and changes in supplies, materials, and equipment offered for sale.
- Assist City Departments in resolving complaints and problems with vendors (purchase orders).
- Develop, coordinate, and implement improved systems and procedures to ensure purchasing processes are followed.
- Maintain and update the City's vendor list,
with special emphasis on including and encouraging protected class businesses.
- Coordinate purchasing-related activities with other City departments and divisions and with outside agencies.
- Organize and maintain the computerized requisition, purchase order and contract management system.
- Administer, coordinate and oversee the formal bid process for purchase of equipment, supplies, professional services and construction contracts for the City as required.
- Prepare a variety of periodic activity reports and other detailed financial reports and recommendations.
- Perform systems analysis; serve on assigned work teams.
- Prepare detailed recommendations for improvement of procedures and control of costs; develop systems for monitoring the implementation of new procedures.
- Work closely with Finance Department's Accounting staff,
City Departments involved with purchasing goods and services and CalCard program.
- Maintain confidentiality of work-related issues and City information.
- Perform other job-related duties within the scope of this job classification as assigned.

MINIMUM QUALIFICATIONS:

Experience: Five (5) years of responsible purchasing experience, including familiarity with accounting procedures. Governmental experience preferred.

Education: Completion of a Bachelor's degree from an accredited college or university with major study in purchasing, public administration, business administration, economics, statistics, accounting, marketing, or related field, and may substitute for up to three years of related experience.

Substitution of Education: An additional four years of full-time paid experience may substitute for the required education.
An equivalent combination of education and experience will be considered.

LICENSE AND CERTIFICATION:

- Possessing one or more of the following licenses/credentials/certifications is also desirable:

1. NIGP Certified Procurement Official (CPP)
2. UPPCC Certified Public Procurement Officer (CPPO)
3. UPPCC Certified Professional Public Buyer (CPPB)
4. ISM Certified Purchasing Manager (CPM)

Must possess a valid California Driver's License upon time of appointment and be insurable with the City's standard insurance rate, unless otherwise approved by appointing authority.

KNOWLEDGE AND SKILLS:

Knowledge:

- Principles and practices of City organization, administration, and management.
- Principles, methods, and procedures of purchasing and inventory control.

- Financial management including government financing and budgeting and accounting theory and practices.
- Sound financial management policies and procedures.
- Municipal accounting and record keeping techniques.
- Complex research techniques, database development, analytical practices, and statistical methods.
- Basic concepts and use of relational database applications and query techniques.
- Planning and forecasting; administrative survey and analytical principles, and techniques in their application.
- Computer applications and software; management information systems; system design and analyses.
- Methods of reducing costs, improving productivity, and evaluating program effectiveness. Redevelopment Agency laws and accounting.
- Purchasing section of the City of Monterey Municipal Code.
- State of California procurement laws related to public contracts.

- Federal procurement laws related to contracts with Federal funding.

Skill in:

- Communicating effectively, both orally and in writing.
- Dealing effectively with a wide variety of people and situations.
- Organizing, analyzing, and interpreting financial data and developing appropriate solutions.
- Preparing clear and comprehensive financial and activity reports.
- Using data processing applications to complete and analyze data and present information.
- Analyzing commodity requirements, interpreting market prices and trends to solve procurement problems.
- Effectively motivating and leading department in municipal setting.
- Developing and maintaining purchasing records, purchasing systems, and procedures.
- Developing and presenting proposals for changing purchasing policies and procedures.

- Exercising excellent customer service while enforcing City policies and purchasing protocols.
- Communicating clearly and concisely, orally and in writing.
- Establishing and maintaining cooperative relationships with City staff, vendors, and the general public.
- Properly interpreting and making decisions in accordance with laws, regulations and policies.
- Training City employees in proper purchasing procedures.
- Analyzing requisitions and reviewing specifications for clarity and appropriateness.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:

Physical Demands:

- Standing & Walking – Primarily sedentary classification although standing in work areas and walking between work areas may be required.
- Sitting - Ability to work in a seated position at a computer station for extended periods of time.
- Lifting - Ability to safely lift up to 20 pounds; this requirement includes bending at knees to facilitate proper lifting techniques.
- Manual Dexterity - Ability to perform multiple work activities requiring a significant level of physical and mental coordination, such as operating a computer keyboard; copying, and adding machines; writing.
- Visual – Ability to read printed materials and view a computer screen for long periods.
- Hearing and Speech - Ability to communicate in person, before groups, and over the telephone.
- Mobility – Ability to work in a standard office setting and operate a motor vehicle to visit various meeting sites, reach, carry, push, pull, stoop, and bend.

Environmental Elements: Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

DISASTER SERVICE WORKERS: All City of Monterey employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

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