Junior Procurement Analyst - Procurement

Polk County Board of County Commissioners

About The Position

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.

Requirements

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/managing state statutes that apply to procurement.
Ability to learn how to use Oracle’s procurement module.
Ability to learn how to create complex Oracle reports.
Ability to analyze Oracle reports resulting in recommendations for improvement.
Ability to obtain and execute an advanced level working knowledge of Excel and Word to include making documents Americans with Disabilities Act (ADA) compliant, reformatting old Word documents, producing and importing charts and graphs, etc. within six (6) months of employment.
Ability to use sound judgement.
Ability to think logically and critically.
Ability to understand processes and make recommendations for improvement.
Ability to communicate clearly and concisely, both orally and in writing with clarity, diplomacy, and purpose to all levels of management within the organization.
Display exemplary listening and comprehension skills.
Conduct matters with the upmost professionalism, integrity, discretion, and confidentiality.
Interact courteously and professionally with staff, citizens, vendors, management, and elected officials.
Ability to manage and execute projects with quick turnaround times.
Ability to work independently and adhere to prescribed routines and practices.
Ability to prepare or draft routine documents and compose business letters, memoranda and related forms and program materials.
Ability to make intermediate level mathematical computations and tabulations accurately and with reasonable speed. Computations include fractions, percentages, averages and other statistical analysis.
Ability to use personal computers, related software, and other office equipment of the assigned work unit.
Ability to understand and follow oral and written instructions.
Graduate of an accredited four (4) year college or university. Major course work in business administration, management, finance, statistics, accounting or other related fields and a minimum of four (4) years of progressive professional experience in managing workflow of solicitation documents and resulting contracts in compliance with federal, state, local and internal organization requirements; managing consultants on specified contracts or similar procurement experience.
Must possess a valid driver's license and be able to secure a valid Florida driver's license at the time of employment.
A comparable amount of training and related experience may be substituted for the minimum qualifications, except for the experience.

Responsibilities

Manages solicitation document compliance prior to advertisement and disposition of resulting contracts.
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.
Serve as the division’s CMS administrator.
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.
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.
Proactively keeps Procurement Director and Procurement Managers informed of areas of concern.
Other duties as assigned.