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Procurement Analyst

San Francisco, CA

Employment Type: Contract Position: Business Analyst

 

POSITION DESCRIPTION:

Under direct supervision, manages all contract administration functions, including legal advertising, coordinating contract execution with extreme attention to detail, and processing all related correspondence. Performs complex and confidential contracting work for the Procurement Department. This position requires strong organizational, time-management and interpersonal skills and the ability to work effectively in a fast-paced environment with frequent interruptions and changing priorities. Works as a team member with strong internal and external customer service skills to provide varied Procurement services to District-wide staff, outside agencies and the public. Performs related work as required.

 

ESSENTIAL RESPONSIBILITIES:

• Performs variety of advanced administrative and programmatic work of general or specialized nature in support of the Contracts and Purchasing Divisions

• Prepares a wide variety of documents including large bid and contract documents, request for proposals, statistical reports, correspondence, forms, and other materials

• Plans, organizes, reviews, prepares and processes necessary procurement documents for low-dollar, low-risk service contracts and agreements

• May manage & administer the solicitation process such as information dissemination and direction to stakeholders, contract administration and closeout phases

• Coordinates legal advertisement of solicitation notices

 

PROCUREMENT ANALYST

• Coordinates posting of final solicitation documents, addenda and other related documents to the District’s Procurement Portal

• Schedules meetings, interviews and conducts reference checks on proposers

• Processes contracts/agreements, change orders/amendments and task orders for full execution

• Plans, organizes, reviews, prepares and processes necessary procurement documents for low-dollar, low-risk service contracts and agreements

• Creates and revises purchase orders in electronic procurement system

• Ensures compliance with minimum required insurance coverage and collects and maintains appropriate insurance certificates

• Notifies project managers of expiring contracts, provides information on option terms, and prepares and sends option letters

• Serves as liaison between potential proposers/bidders and District staff

• Researches and compiles a variety of informational materials, prepares or updates periodic and special reports

• Reviews finished materials for completeness, accuracy, compliance with policies and procedures, and for correct English and grammar usage

• Organizes and maintains department files, records and databases

• Works with outside agencies and vendors, District-wide staff and the public

• Performs additional related duties as assigned.

• Regular and reliable attendance and performance is required.

 

PROCUREMENT ANALYST

• Electronic records management, report preparation and filing methods

• Be creative, innovative and self-motivated to improve the Procurement Department

• Work effectively in a high volume, high visibility office environment

• Effectively multi-task in an environment with frequent interruptions and changing priorities

• Work as part of a team using excellent interpersonal and communication skills

• Use initiative to manage projects in a positive, effective manner while maintaining adherence to deadlines, policies and procedures

• Maintain professionalism while dealing with employees, members of the public and all other contacts coupled with sensitivity toward organizational impact is a necessity

• Maintain a calm demeanor and efficiency during emergencies or other stressful situations

• Learn new financial management purchasing and inventory

 

MINIMUM JOB REQUIREMENTS:

Education and Experience Equivalent to:

• 2-year (AA/AS) degree, which included completion of college level courses in business, public administration, contract law or a closely related field. Additional position-related experience may be substituted on a year-per-year basis in lieu of the degree/certificate requirement.

• A minimum of one year recent confidential contract administration or related experience performing a variety of duties, including advanced knowledge of Microsoft Office and the ability to quickly learn other software programs to include electronic procurement, ERP and contracts management systems.

• Transit and/or public agency contract management experience is desirable.

 

LICENSE(S):

• Desirable to possess and maintain a current, valid driver's license and satisfactory driving record. May operate District vehicles to travel to District locations or perform department errands.

PHYSICAL REQUIREMENTS:

• Mobility to work in a typical office setting

• Routine use of computer, telephone and other office equipment

 

REQUIRED KNOWLEDGE, ABILITIES AND SKILLS:

Knowledge of:

• Microsoft Office

• Contracts Management Systems

 

Ability to or Skill in:

• Learn and apply District policies, laws and regulations that pertain to work

• Ability to rapidly learn the functions and activities of the District and the Procurement Department

• Maintain confidentiality and protect access to confidential information and documents

• Demonstrate strong problem solving skills

• Demonstrate strong organizational skills and ability to establish priorities to meet critical deadlines with a minimum of supervision

• Use tact and discretion in establishing and maintaining effective, productive, cooperative working relationships

• Speak clearly and concisely in oral and written communication

Leslie Montarbo

Leslie began her recruiting career in 1999, working for some of the larger recruiting firms such as Management Solutions, The Solomon Page Group and Alchemy Search Partners. She has also worked as a Corporate / Executive recruiter for Silicon Valley companies during their hyper growth years, regionally and nationally. Her specialties include Finance, Accounting, Marketing, Sales, IT/Engineering and Administrative roles. She has a high level of integrity and works hard to make sure that her Clients as well as Candidates feel valued in the interview/hiring process. 

During her off hours, Leslie enjoys road bike riding, boating, cooking and entertaining.

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