About the Department

Under general supervision of the Purchasing and Contracting Administrator, the Purchasing Analyst I performs experienced professional work involving the purchasing of commodities, materials, supplies, equipment, and services to meet the operational requirements of the City. Work includes adhering to established purchasing methods and procedures for procuring materials, supplies, services, and equipment. Assures compliance with local, state, and federal purchasing policies, procedures, and regulations governing public purchasing and competitive bidding. Assists with review of requisitions, records administration, preparation of specifications, and bid invitations, analyses of bids, and prepares recommendations.

Position Duties

The duties listed are illustrative only and are not intended to describe each function which may be performed in the job description. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.)

The Procurement Analyst I is responsible for all aspects of the solicitation procurement process, from initiation to contract closeout, for a variety of general services and commodities, and some minor construction projects. Duties include:

Adheres to established policies and purchasing procedures for the requisition and procurement of materials, equipment, and services.
Assists in the coordination and preparation of bid specifications, advertising, and selection processes for purchases requiring competitive bids.
Places legal advertisements, assists with the process of bid openings, assists in tabulating bids, and making recommendations as to the most responsive responsible bidder.
Communicate with vendors, external sales staff, and all levels of internal staff concerning the availability and purchase of various items.
Compiles bidders' list from qualified bidders' databases, knowledge of suppliers, contacts with trade associations, or other sources. Investigates market to identify qualified alternate suppliers.
Assists with coordinating and conducting various procurement-related public meetings, including pre-bid meetings, walk-throughs, pre-proposals, selection committee meetings and other project-specific meetings involving citizens and all levels of the City staff.
Participates in all aspects of the term contract process, including reviewing and consolidating user agency requirements to leverage buying power; preparing required specifications and scope of services for bids and proposal solicitations; soliciting and analyzing bid and proposal response against established criteria; negotiating contracts between the City and the awarded contractor or vendor; and maintaining the assigned term contracts and ensuring that each are renewed, extended, or resolicited and awarded prior to contract expiration date.
Assist with Procurement Purchasing Card (P-Card) and E-commerce procurement systems compliance for adherence to policies, audits transactions for fraud, and ensures compliance with state and municipal regulations.
Conducts market studies and collects data to confirm that proposed pricing is fair and reasonable and research new vendors to increase the pool of potential proposers and bidders for goods and services being purchased by the City.
Responsible for objectively investigating procurement-related complaints and issues on behalf of the City and vendors and makes recommendations to the Purchasing and Contracts Administrator to resolve these complaints and issues.
Responsible for the preparation of purchase orders. Processes payments through the City's financial software system if necessary.
Performs other duties assigned or as may be necessary.

KNOWLEDGE, ABILITIES, AND SKILLS:
Knowledge of procurement operations, functions and office practices. Knowledge required includes:

Knowledge of purchasing principles, methods, and procedures, including legal requirements governing City purchases as defined in City Charter and Florida Statutes.
Basic knowledge of purchasing operating systems, including requisitioning, quotes processing and purchase order management. Substantial knowledge of office practices and procedures; ability to operate office equipment, computers, and spreadsheet software.
Ability to analyze the purchasing needs of municipal departments and to support purchasing initiatives to provide effective service.
Ability to analyze bids, support the competitive bid process, and maintain the City’s compliance with regulatory standards governing the work.
Ability to establish and maintain working relationships with department heads, employees, vendors, salesmen, and the general public.
Ability to establish and maintain effective working relationships with employees and the public.
Ability to work independently and as part of a team.

Minimum Qualifications

High school graduate or equivalent diploma supplemented by administrative training courses is required plus three (3)three years of progressively responsible specialized procurement experience; or associate’s degree in business or general education plus one year of procurement experience. Government purchasing experience is preferred. A combination of education and experience can be substituted for a degree on a year-by-year basis.
Certification as a Certified Professional Public Buyer (CPPB) is preferred.
Strong ability to monitor transaction trends, conduct audits, and evaluate vendor performance.
Proficiency with ERP/purchasing systems (e.g., BS & A, SAP, Oracle) and financial software.

Other Qualifications

Possession of a valid Florida Operator's license with an acceptable driving record.

During occasions of local emergencies this position may be required to report to perform emergency tasks, which may result in extended work hours as well as extended periods of time away from family members. The Incident Commander and the employee’s department Head will make the determination as to who will be required to work.

PHYSICAL REQUIREMENTS:

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.

Requires exerting up to 25 pounds of force occasionally, and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Additional physical abilities required:

Visual Acuity: Have visual acuity to operate motor vehicles, include close vision, distant vision, color vision, depth perception, and the ability to adjust focus.
Speaking: Expressing or exchanging ideas by means of the spoken English word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely. Ability to communicate verbally both in person and over the phone.
Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
Sitting: Ability to sit for extended periods of time.
Standing: Particularly for sustained periods of time.
Kneeling: Bending legs at knee to come to a rest on knee or knees.
Stooping: Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
Reaching: Extending hand(s) and arm(s) in any direction.
Walking: Moving about on foot to accomplish tasks.
Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
Grasping: Applying pressure to an object with the fingers and palm.
Handling: Picking, holding, or otherwise working, primarily with the whole hand.
Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment.

The City of Titusville is an Equal Opportunity Employer. In compliance with the American’s with Disabilities Act, the City of Titusville will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

E.O.E. The City of Titusville prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Acknowledged and accepted:

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Name & Date