CONTRACTS AND PURCHASING ANALYST

The City of Jurupa Valley’s Finance and IT Department is seeking a proactive and detail-oriented professional who can effectively prioritize competing assignments in a fast-paced environment. The ideal candidate brings solid experience in procurement, purchasing, and contract administration, along with the ability to work independently, exercise sound judgment, and deliver high-quality, customer-focused service. This role requires strong organizational skills, the ability to manage multiple projects simultaneously, and a commitment to ensuring compliance with policies and regulations while supporting the needs of City departments.

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

After successfully passing the screening process an invitation will be sent out to candidates to take an online performance exam.

DEFINITION

Under general supervision, performs a full range of complex procurement activities including purchasing and expediting materials, supplies, equipment and services; provides technical support, information, and assistance to City departments regarding purchasing specifications and contract requirements; performs varied and complex analytical support related to contract negotiation and administration, bid and/or proposal development and administration; and performs other related duties and responsibilities as required.

DISTINGUISHING CHARACTERISTICS

This is a single incumbent, advanced-level classification responsible for performing the most complex work assigned to positions within the Contracts/Purchasing series. This class is distinguished from the Contracts and Purchasing Technician by the responsibility for handling the more complex purchasing assignments requiring professional knowledge of purchasing policies, practices, methods, and resources. Further, the Contracts and Purchasing Analyst is expected to perform duties using considerable discretion and independent judgment, and rely on experience to perform routine to complex purchasing, expediting, contract administration, and support duties. Assignments are given with general guidelines, and the incumbent is responsible for establishing objectives, timelines and methods to deliver services. The Contracts and Purchasing Analyst is further distinguished from the Contracts and Purchasing Manager in that the latter has over-all managerial responsibility for the function, and in developing City-wide policies, procedures, goals, and objectives.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Director of Finance. May provide lead and functional direction over Contracts and Purchasing Technicians.ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Procures supplies, materials, services, and equipment for the operation of the City, ensuring that all procurement policies comply with established purchasing procedures.
2. Coordinates and participates in the development of contract and purchasing administration including procurement bids, evaluation of proposals, negotiation and administration of contract terms and conditions.
3. Places orders with vendors; expedites purchase orders, follows up on exceptions, issues, and problems, works with departments to maintain compliance.
4. Monitors and tracks each department’s purchasing information, including completed purchase orders, open contracts, bid lists, capital items, vendor quotes, and vendor evaluations.
5. Identifies, responds to, and resolves issues, concerns, requests, and inquiries from other City staff and the public.
6. Prepares and administers a variety of contracts, professional service agreements, master service agreements, and related documents; works with departments and legal counsel to ensure documents are consistent with the City’s specifications, intent, and interests; drafts contract amendments, resolutions, and agenda reports.
Represents the City and departments by acting as a liaison between the department and contractors/service providers to ensure that contracts and grants satisfy legal and liability considerations.
8. Prepares bid specifications in collaboration with requesting department; administers formal and informal bidding practices; prepares product and service specifications; participates in public bid openings; evaluates bids against specifications and negotiates agreements; recommends award of contracts or purchases in accordance with City code, laws, and established policy.
9. Assists in formulating and revising departmental policy and procedure on procurement and contracting; ensures compliance with appropriate Federal, State, and local Ordinance regulations.
10. Ensures fiscal compliance of all contracts and grants; conducts accounts payable research and follow-up with vendors billing and payment anomalies in resolving issues; assigs with reconciliation of City credit card purchases; coordinates travel and conference credit card authorizations.
11. Monitors City Vehicle Fleet reservations and key check-out.
12. Reviews and monitors all service, contracts, and Purchasing Order Requisitions to ensure expenditures are in compliance with regulations, approved funding sources, purchasing techniques, and authorizations; makes recommendations to management accordingly.
13. Coordinates all initial and follow-up contract site visits; advises contractors of appropriate compliance in regards to contracts and grants; ensures that contractors maintain current valid business registrations/licenses and sufficient insurance coverage.
14. Monitors the development of, and provides guidance to the Departments for, Requests for Proposals (RFP's) for new programs or services; assists with writing grant, proposals, application narrative; prepares statistical and special reports.
15. Sources potential vendors and customers, and evaluates quality and effectiveness of existing vendor and customer networks; performs product research testing and evaluation for specifications, quality standards, and suitability for City uses.
16. Conducts system enhancement and new application implementation for better efficiency and business practices.
17. Provides customer-responsive, cost-effective, and high-quality purchasing services for internal and external customers, consistent with applicable legal requirements.
18. Performs related duties and responsibilities as required.

QUALIFICATIONS

Knowledge of:
• Principles, practices, and procedures related to public agency procurement of goods and services.
• Contract administration, preparation and negotiation techniques; proper contract format; legal language used in contracts.
• Policies, procedures, and governmental regulations regarding contracted services and competitive bidding process.
• Product life cycles, milestones, and compliance regulations.
• Methods and techniques utilized in analyzing the quality of equipment, materials, services, and supplies.
• Budget and accounting procedures and practices, and business math.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to municipal codes and purchasing regulations.
• Structure, functions, and services of municipal government.
• Principles of business and public administration, accounting and budgetary controls.
• Basic analysis and research techniques.
• Record keeping principles and practices.
• Principles and practices of work planning, assignment, review and evaluation, and the training of staff in work procedures.
• Modern office practices, methods, and computer equipment and applications related to the work.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, various business, professional, educational, and regulatory organizations, and the public.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff
• City and mandated safety rules, regulations, and protocols.

Ability to:
• Coordinate and perform a wide variety of procurement functions in obtaining goods and services including bidding and contracting activities.
• Acquire knowledge of City ordinances, policies, systems, and procedures governing procurement and contracting.
• Apply accounting principles to the reconciliation of accounts.
• Monitor City budget parameters for purchasing activities and in compliance with policies and procedures.
• Make accurate arithmetic, financial, and statistical computations.
• Evaluate costs for services and supplies and initiate actions to provide cost effective methods and procedures.
• Prepare a variety of highly specialized reports in accordance with predetermined requirements.
• Analyze data and draw sound conclusions.
• Interpret, apply, explain, and ensure compliance with Federal, State, and local policies, procedures, laws, and regulations.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Understand and carry out a variety of complex instructions in a responsible and independent manner.
• Work independently in absence of supervision.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Compose correspondence and reports independently or from brief instructions.
• Research, analyze, and summarize data, and prepare accurate and logical written reports.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing.
• Ensure adherence to safe work practices and procedures.
• Operate a vehicle observing legal and defensive driving practices.

Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities to perform the essential functions is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:
A minimum of five (5) years of increasingly responsible administrative experience in procurement of goods and services including negotiation of contracts and proposals, and conducting competitive bids, including one (1) year of customer service experience working with internal and/or external customers.

Training:
Equivalent to a Bachelor’s degree from an accredited college or university with major course work in public administration, business administration, or a related field. Additional qualifying experience may substitute for the required education on a year-for-year basis.

Licenses and Certifications:
• Possession of a State of California driver’s license and proof of insurance.

Special Requirements:
Employee in this class may be required to work extended hours including evenings and weekends.

WORKING CONDITIONS
The work environment characteristics and physical/mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Environmental Conditions:
Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Physical Demands:
Must possess mobility to work in a standard office setting including use of standard office equipment, including a computer; and to operate a motor vehicle to visit various City development and meeting sites. Vision is required to read printed materials and a computer screen. Hearing and speech is required to communicate in person, before groups, and over the telephone. Touch is required in order to handle documents, and use a computer. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Must be able to sit for prolonged periods of time. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

Mental Demands:
While performing the duties of this class, the incumbent in this class regularly uses written and oral communication skills; reads and interprets complex data, information, and documents; analyzes and solves problems; uses math, and mathematical reasoning; observes and interprets people, and situations; learns and applies new information; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks; and interacts with City management, staff, contractors, and others encountered in the course of work.

CAREER PROGRESSION

FROM: Contracts and Purchasing Analyst
TO: Contracts and Purchasing Manager
Possession of the minimum qualifications does not ensure that an applicant will be invited to the next phase of the examination process which may include a written exercise and/or multiple interviews. The City reserves the right to invite only the most closely qualified applicants to participate and move forward in the recruitment process for this position. Successful candidates may be required to pass a comprehensive background investigation which includes reference check, live scan fingerprinting, and pre-employment examination. In compliance with the Immigration Reform and Control Act of 1986, all new employees must verify identity and entitlement to work in the United States by providing required original documentation.

Resumes and Letters of Interest are encouraged and may be sent as attachments but cannot substitute the City Application. Submit your online application at www.jurupavalley.org. EOE / ADA

Applications must be received by the City of Jurupa Valley Division of Human Resources before 5:00 p.m. on the closing date stated on the job announcement. Emailed or facsimiled applications will not be accepted. Applications that are received after the closing date and time, regardless of online postmark date, will not be considered. Incomplete or illegible application packets may result in disqualification. If the position is open until filled, apply immediately for optimal consideration as the recruitment may close without notice. A separate application must be submitted for each position of interest.
If you have any questions, please contact the Division of Human Resources at: 951-332-6464 ext. 138.