Junior Procurement Analyst - Procurement

Must possess the physical, developmental and mental ability to perform job tasks, responsibilities and duties of the job illustrated below:

MAJOR FUNCTION
This position is ideal for detail-oriented individuals who thrive in managing critical processes in a fast-paced environment.

The Junior Procurement Analyst position plays a pivotal role in ensuring the smooth and efficient operation of our procurement processes with effective and efficient workflow of solicitations and their resulting contracts in compliance with federal, state, local and internal requirements. The position will interact closely with a variety of employees at all levels within the organization. It will oversee and manage compliance with the advertising, award, disposition and cataloging of all solicitations, contracts and other procurement methods for the division. The position will be responsible for using and managing multiple Computer Maintenance and Management Systems (CMMS) to administer job duties/functions resulting in auditor compliance.

ILLUSTRATIVE DUTIES
• Manages solicitation document compliance prior to advertisement and disposition of resulting contracts.
o Includes complex analysis of all documents and approval workflows to ensure compliance with federal, state and procurement requirements.
o Meets with division managers and analysts to ensure all documents are complete and accounted for.
o Uses and manages multiple CMMS systems to close out contracts for the division to include ensuring that appropriate documentation has been accounted for, entering of milestones, terms, notifications, and extension information.
• Manages the disposition of all procurement solicitations and resulting county contracts as well as other division documentation in compliance with county records’ retention policies and procedures.
• Manages the county’s consultants on Continuing Contract CSA/CPO procurement approval, disposition and reporting process to ensure compliance with state, county and procurement procedures.
o Coordinates usage of these agreements with county divisions, procurement managers and analysts by reviewing and managing the county spending of these agreements in procurement’s CCNA CMS system.
o Manages and creates CCNA spend reporting to be distributed to county management monthly. These reports are to be used by the county to ensure compliance with state statute and procurement procedures.
• Serve as the division’s CMS administrator.
o Manages and enters all solicitations and associate contract documents into the procurement CMS to include setting up milestones, alerts and report writing.
o Trains county divisions and Clerk of the Circuit Court accounting staff on how to use the CMS system to view and access their agreements and associated backup.
o Ensures appropriate county division staff is notified of upcoming contract expirations to assist with no lapse of services.
• Manages and creates solicitation vendor reports in concert with procurement analysts to be used to solicit vendors both locally and nationally in compliance with procurement ordinances and procedures.
• Assists Procurement Contracts Manager in creating complex vendor Oracle reports to be distributed monthly as well as trouble shooting reporting.
• Assists the Procurement Director and other procurement managers with complex research projects to include internet research and benchmarking of other governments both locally and nationally.
o Research results are to be analyzed, organized and presented in various formats to include but not limited to writing white papers, using charts and graphs, creation of Power Point presentations, spreadsheets, etc.
• Follows up on project assignments to ensure timely results.
• Assists with identifying and recommending process improvements withing the division.
• Manages the division’s agenda process by ensuring items are placed on the appropriate agenda, proof reading agenda items making grammatical changes as needed.
o Enters agenda items to include corresponding contract related documents into the county’s agenda system.
o Works closely with the County Manager’s Office agenda project manager to ensure agenda item approval workflows are accurate and up to date as well as to requesting alternates as needed.
• Proactively keeps Procurement Director and Procurement Managers informed of areas of concern.
• Other duties as assigned.

KNOWLEDGE, ABILITIES AND SKILLS
• Strong organizational skills and a keen eye for detail and accuracy.
• Knowledge of business English, punctuation, spelling, and arithmetic.
• Ability to learn and understand the county’s procurement procedures, ordinances and state statutes.
• Ability to effectively communicate the county’s procurement procedures in relation to their job function.
• Ability to learn, understand and assist in implementing/manag