Procurement Analyst - Procurement & Distribution Department (2019-20)

Ref: PCN7343, PCN7347

TITLE:

Procurement Analyst

REPORTS TO:

Assigned Supervisor

DEPARTMENT:

As Assigned

CLASSIFICATION:

Classified

FLSA:

Non-Exempt

WORK YEAR/HOURS:

261 Days / 7.5 Hours or Duty Days and Hours As Assigned

ISSUED:

Created: June 2019

SALARY GRADE:

WTCL 45

BASIC FUNCTION: Under general supervision, perform difficult and responsible duties related to the purchase, lease, rental, delivery, and inventory and quality of supplies, including but not limited to, groceries, warehouse stock, instructional supplies, technology equipment and supplies, various types of equipment, furniture and equipment inventory, and interact with vendors; maintain files and records; prepare a variety of related reports and records. Facilitates product and service agreements, researches and obtains price quotations and bids, coordinates assigned activities with other staff, vendors, outside agencies, and the general public.

REPRESENTATIVE DUTIES: (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to reflect the principal job elements accurately.)

ESSENTIAL FUNCTIONS:

Perform a variety of technical duties involved in the purchasing of various supplies, materials and equipment for the District; assure smooth and timely delivery of goods; assist in assuring compliance with established laws, regulations, policies and procedures.

Prepare and process bid specifications and contracts; receive bids, requests for proposals and price quotes; make independent judgement on purchases up to authorized dollar limits and specifications; evaluate and analyze according to established criteria; record bid events, coordinate chronological activities and verify vendor compliance with bid requirements and restrictions.

Make recommendations for contract awards, prepare written reports as required; prepare Board agenda items for purchases as required.

Order supplies, materials and equipment in accordance with established policies and procedures; utilize internet and catalogs in researching product and pricing information; compare and evaluate quotations; select and recommend vendors according to price effectiveness and product quality.

Receive, review and process requisitions; verify accuracy and completeness of order information and compliance with established standards and regulations; inspect orders for accuracy and completeness regarding cost calculations and addresses; prepare purchase orders for approval.

Direct the maintenance of resource data for purchases by District personnel; maintain current online catalogs and other related information for access by District staff.

Provide technical advice to District staff on requests for services and supplies via various modalities, i.e., in-person, on the telephone, and presentations of all size audiences.

Communicate with vendors and District personnel to exchange information, resolve discrepancies, correct errors, and clarify issues related to purchase orders, invoices, statements, deliveries, returns, and payments.

Prepare change notices, amendments and schedule changes based on project changes; assist in investigations and resolutions of contract disputes.

Operate a computer and related software to input, output, update, and access a variety of records and information; generate records, reports, lists, and summaries; operate standard office equipment.

Contact vendors regarding prices, quotations, detailed specifications, and shipping and delivery information; interview vendors regarding new merchandise, and determine new sources of supply; update and maintain vendor lists and files.

Pre-qualify vendors based on price, service, quality and other select criteria.

Authorize stock and non-stock purchases; determine best source of supply and price; clarify shipping and payment details; trace shipments, and expedite delivery as needed; drive a vehicle to conduct work; lift light objects.

Manage and maintain warehouse inventory of assigned stock items and specified food products and supplies, as well as related databases and records; utilize various computer systems to purchase and issue products to appropriate customer; generate and review inventory and reorder reports; analyze and forecast future needs; initiate reorders as required; as necessary, research inventory or database problems or issues, including coordination and communication with warehouse staff, and identify and resolve issues to ensure availability and continuity of supplies and the integrity of the databases.

Negotiate price, specifications, conditions of delivery, and other related issues as necessary or appropriate.

Establish, develop and maintain positive supplier relationships.

Assist assigned Administrator in evaluating, revising and implementing procedures related to assigned area and participate in the short and long-range planning of the District's procurement program.

Assist with cross-training other department and District staff on procurement processes and procedures as needed.

Comply with appropriate, laws, rules, regulations and guidelines by studying existing and new legislation; enforce adherence to requirements; advise management on needed actions.

Attend and participate in job-related meetings.

Drive to sites to assist as needed.

Maintain confidentiality of sensitive and privileged information.

Perform other related duties as required.

QUALIFICATIONS:

The District determines whether a candidate is qualified based on fulfillment of prerequisites, relevant work experience, ability to perform the essential functions, reference checks, effective interpersonal and communication skills demonstrated by interview performance and/or writing samples, and achievement on performance-based assessments (if applicable) that demonstrate the candidate possesses the requisite knowledge, skills and abilities. Meeting prerequisites only satisfies the initial screening process and does not indicate the candidate is qualified to perform the essential functions of the position.

KNOWLEDGE OF:

Principles, practices, rules and regulations related to public-sector procurement, including competitive bidding procedures

Sources and types of products, commodities and services used by a school District

Federal and state laws, codes and regulations and District policies and practices pertinent to areas of responsibility

Applicable business law and OSHA standards, procedures and terminology

Principles and practices of sound business communication

Correct English usage, grammar, spelling, and punctuation

Principles and practices of public administration, including contracting, purchasing and maintenance of public records

Principles, practices and techniques of drafting and administering complex purchase contracts and enforcing contract provisions

Methods of conducting research of vendors and products

Accounting regulations applicable to purchasing supplies and equipment

Sources of supplies, commodity markets and marketing processes

Modern office practices, procedures and equipment

Record-keeping techniques

Diverse academic, socio-economic, cultural, ethnic, and disability backgrounds of District students and staff

School District organization, operations and objectives

Applicable sections of State Education Code

Computer software applications

ABILITIES TO:

Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies

Analyze and evaluate bid proposals, purchase requisitions, specifications and other purchasing-related documents

Efficiently conduct vendor and product research

Draft concise, comprehensive bid specifications for highly technical products and services

Communicate effectively both orally and in writing

Understand, interpret, explain and apply applicable laws, codes and ordinances

Present technical information clearly, logically and persuasively

Organize, set priorities and exercise sound independent judgment within areas of responsibility

Establish and maintain effective working relationships with those encountered in the course of work

Use tact and diplomacy in dealing with sensitive situations

Operate computer and standard business software

Make arithmetic calculations quickly and accurately

Provide work direction and guidance to others

Work effectively with others explaining District purchasing policies and procedures

Meet schedules and timelines

PREREQUISITES

Associate's Degree or its equivalency required (2 years of similar and relevant work level experience = 1 year of college) in a closely related field. A combination of experience and education may be used to meet the Associate's Degree requirement; however, the work experience years used to qualify for the Associate Degree requirement cannot be used to meet the work requirement.

Three (3) years experience working in purchasing activities preferably in the public sector

Experience working with automated purchasing systems and Microsoft Office (Word, PowerPoint and Excel)

Valid California Driver's License, if applicable

PRE-EMPLOYMENT PROCESS:

Employment eligibility will include fingerprints, tuberculosis and/or other employment clearance

WORKING CONDITIONS

ENVIRONMENT:

Office and diverse school site environments; driving a vehicle to conduct work; fast-paced work; constant interruptions

PHYSICAL REQUIREMENTS:

Consistent mental alertness; sitting or standing for extended periods of time; lifting, carrying, pushing, and pulling objects up to 30 pounds, occasionally 30+ pounds; bending and twisting at the waist, reaching overhead, above the shoulders and horizontally; dexterity of both hands and fingers while performing duties; seeing to read, write and use the computer; hearing and speaking to exchange information, in person or on the telephone, and make presentations.

NON-DISCRIMINATION POLICY:

The Oakland Unified School District does not discriminate in any program, activity, or in employment on the basis of actual or perceived race, religion, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, sex, or sexual orientation.



Primary Location: Procurement & Distribution
Salary Range: $49,333.43 - $66,134.68 / Per Year
Shift Type: Full-Time

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